The Ultimate Receptionist Duties and Responsibilities Job Description Guideline

1. The Ultimate Receptionist Duties and Responsibilities Job Description Guideline Hiring a receptionist may not seem like that complicated of a task, but when you consider the critical role this individual will play in your company’s ongoing success, things can become a bit more complex. The most effective way to ensure that you end up with a candidate who is competent, confident and capable of knocking it out of the park is to create a dynamic and comprehensive job description. Let’s take a closer look at the various receptionist duties and responsibilities you should be recruiting for. What does a receptionist do? Your receptionist serves as the first point of contact for your business. The duties of this role include welcoming guests, greeting people who visit in-person, answering and fielding calls, and providing general administrative support across the entire organization. To be successful as a receptionist, the candidate should be outgoing, friendly and professional, both in appearance and communication. Because the front desk can become a busy area, the ability to multi-task and remain organized is essential. Ultimately, the receptionist duties and responsibilities are to make sure that the front desk operates as smoothly and efficiently as possible, while also ensuring that every interaction with a customer is a positive experience. Key Receptionist Duties and Responsibilities Greet and welcome guests as they arrive Direct visitors to the appropriate individual, location and/or office Answer, screen and transfer incoming phone calls Manage calendars and schedule meetings Ensure that the front desk area is kept tidy, presentable and stocked with all necessary stationery and material (i.e. pens, sticky notes, forms, brochures, etc.)

2. Provide accurate information in-person and via phone and/or email Receive, sort and distribute mail and other deliveries Maintain office security by following predetermined protocol and controlling visitor access (i.e. issue visitor badges, maintain log book, etc.) Order and maintain inventory of office supplies Arrange staff travel and accommodations Maintain updated records of office expenses Perform other administrative tasks such as filing, photocopying, transcribing and faxing Additional receptionist duties and responsibilities may be required, depending on the industry and needs of your business. These should, however, provide a good foundation upon which to build your job description. Requirements Beyond the Basics In addition to listing out all the necessary receptionist duties and responsibilities, your job description should also include a detailed list of other requirements that you’re looking for. Generally speaking, successful front desk personnel possess the following: Proven work experience as a receptionist or similar role Proficiency in computer programs, such as Microsoft Office Suite (and any other business-specific software your company employs) Hands-on experience with office equipment (i.e., multi-line telephone, fax machine, copier, printer, etc.) Professional appearance and attitude Solid written and verbal communication skills Ability to be proactive and resourceful if and when unexpected issues arise Exceptional organizational skills Ability to multitask as well as manage and prioritize tasks Customer-centric attitude High school degree (additional certification in Office Management is a plus)

3. Again, this list is not meant to be all-inclusive, but rather serve as a stepping stone upon which to build out your job description. The more detailed you are, the more likely you’ll be to end up with a pool of qualified candidates that closely match what you are looking for. By understanding the various receptionist duties and responsibilities and taking the time to write them out in detail, the recruiting process will be more streamlined and hiring the perfect person for the job will be much easier. Already have a receptionist but not getting the kind of results you’d like? UPbook can help transform your front desk into a profit-generating machine. Contact us today to learn how. Reference resources: https://www.evernote.com/shard/s461/sh/ed9e55d8- fe3c-4af9-9cf7-97300927d106/611014a7aeff03e5a43f04e5077240eb