Typically, front desk receptionists or reception serve as an office’s gatekeepers. They provide call-answering services, call-transfer services, appointment scheduling services, customer service, and map guidance. Anyone entering the building is greeted by the front desk receptionist. A front desk receptionist typically needs at least a high school diploma, basic office abilities, and computer experience.
Read on to find out more about a front desk reception, their job description, duties and qualifications.
Front Desk Reception
In a large business or office, the front desk receptionist serves as the first point of contact. A front desk receptionist’s typical responsibilities and tasks include checking in and registering guests, receiving and sorting mail, scheduling meetings, and managing office activities. Additionally, they are in charge of operating a switchboard, taking calls, and relaying messages to office staff. Also, possible tasks for front desk receptionists include updating appointment calendars, validating parking tickets, and filing and clerical work.
The only formal education needed to work as a front desk receptionist is typically a high school diploma or GED. Employers, however, favor applicants who have worked as a receptionist, office administrator, or customer service representative. Microsoft Office Suite and appointment-making software prowess may give applicants an edge over other applicants in the hiring process. Aspiring front desk receptionists should also be proficient at multitasking, time management, and communication.
What Are The Duties and Tasks of a Front Desk Reception?
The responsibilities of a desk receptionist include a variety of administrative duties. Depending on the kind of business and sector you work for, your duties as a desk receptionist will change. To keep your work as a desk receptionist interesting, you will have a variety of responsibilities. Additionally, you will be the first person workers see when they arrive at work. This enables you to get to know your coworkers, something that some employers may value. Typically, your obligations and duties will be as follows:
- Welcoming clients
- Taking calls and transferring them
- Receiving messages
- Making copies
- Dealing with emails
- Making appointment arrangements
- Accepting payments
- Scanning paperwork
- Entering customer or client data
- Order gifts for coworkers
- Plan modest get-togethers and events for the office.
Duties Of A Front Desk Reception
#1. Warmly Welcoming Clients
Greeting guests is one of the fundamental responsibilities of a front-desk reception. Visitors to your store or office might only ever interact with the receptionist. Even though this is an entry-level position, a receptionist who succeeds in it must be a strong administrator as well as a great communicator, able to get along with people of all backgrounds and professions.
When visitors arrive, the front-desk receptionist should kindly greet them, occasionally taking their coats, offering refreshments, and responding to simple inquiries about the company, like its operating hours. The front desk reception should strive to be knowledgeable enough to give a succinct description of the goods and services your business provides.
#2. Taking and Returning Calls
A front-desk receptionist is in charge of fielding all incoming calls as well as greeting visitors in person. Depending on the size of your business, your receptionist should be familiar with your phone system to carry out this task. The receptionist screens calls as requested, directs calls to the appropriate party, and takes and relays messages as necessary.
#3. Sending Out Incoming Mail
In some companies, the front-desk receptionist may oversee the distribution of both incoming and outgoing mail. The receptionist sorts the mail that comes in, removing junk mail and separating items with the highest priority. The mail is distributed following corporate policy.
A front desk receptionist can deliver each piece of mail by hand to the intended recipient, or the packages can be put in the appropriate interoffice mail slot. As packages arrive, the receptionist additionally signs for overnight or priority deliveries.
#4. Preparing Outgoing Mail
The front desk receptionist gets the day’s mail ready for the post office or overnight delivery service to pick up. The front desk employee makes contact with a messenger service and gives them all the necessary instructions if a person or company needs documents quickly.
#5. Administrative and Clerical Tasks
A front-desk receptionist may also carry out several clerical duties, such as composing letters, creating financial spreadsheets, and making presentations. In small- or mid-size companies, the front-desk receptionist may also be responsible for scheduling senior team members’ meetings and arranging business travel. Ordering office supplies, filing paperwork, making copies, and sending and receiving faxes are other tasks that the front desk receptionist may be required to perform. The individual seated in the front occasionally carries out clerical duties.
Skills of A Front Desk Reception
- Administrative experience
- Bilingual Skills
- Communication skills
- Computer literacy
- Computer skills
- Customer service
- Data entry
- Dental office experience
- Documentation review
- EMR systems
- Organizational abilities
- Good problem-solving skills
- Attention to detail
- Time management skills
- Microsoft Office
- Google Docs
- Calendar Software
How to Become a Front Desk Reception
Even if you have little to no prior experience in the field, you can still find work as a receptionist by doing the following:
#1. Obtain a High School Diploma
A lot of employers will not hire a receptionist unless they have their high school diploma. Your high school experience can prepare you for receptionist jobs in a variety of ways, including enhancing your ability to manage your time, stay organized, and collaborate with others. If you have a high school diploma, potential employers might view you as capable, accountable, and organized—qualities that could make you more qualified for receptionist positions.
#2. Build Up Your Interpersonal Abilities
Every day while working as a receptionist, you will have to communicate with a wide range of individuals. Receptionists with strong interpersonal communication skills are frequently hired by employers. You will be more qualified for a receptionist position if you have good interpersonal skills because you will come across to employers as charismatic, professional, and well-spoken.
#3. Make a Strong Resume
Your resume is among the best ways to demonstrate to employers your qualifications, prowess, honors, and achievements. Furthermore, resumes that are well-written, organized, and professionally presented are more likely to convey to employers the idea that you have a strong work ethic.
#4. Improve Your Organizational Abilities
The upkeep of office and lobby organization is frequently the responsibility of receptionists. Developing organizational skills is necessary for managing appointments, taking messages, and sorting mail. By highlighting your organizational skills, such as attention to detail and planning, you can make yourself seem more qualified in your interview and show the hiring manager that you have the necessary receptionist skills despite having little or no work experience.
#5. Make an Effort to Present Yourself Professionally
One of the key qualifications for many receptionist positions is the ability to conduct oneself professionally when interacting with others in the front office. Additionally, many employers seek candidates with strong communication skills who can convey a favorable and approachable public image for the company’s brand. Because interpersonal skills are so crucial in this kind of work, it might be possible for a hiring manager to assess your potential for success as a receptionist more accurately if you can show off these qualities throughout your interview.
#6. Practice Your Phone Speaking Skills
Since talking on the phone is frequently one of a receptionist’s main duties, honing your phone-speaking voice can make you sound more articulate, professional, and charismatic. Ask for advice on how to enhance your telephone speaking skills and put your practice into action with your loved ones or friends.
Front Desk Reception Job Description
We need a sociable front desk reception to handle all administrative and receptionist duties at the desk at our main entrance. Because you are the “face” of the company, you will be the one who all customers will see. It is you who will determine how they feel.
The ideal applicant will be extremely perceptive and disciplined in addition to having a pleasant and laid-back personality. You ought to be able to address grievances and provide truthful information. A customer-oriented approach is essential. The objective is to make visitors and guests feel welcome and appreciated while they are on our property.
Responsibilities:
- Welcome visitors and treat them with great courtesy.
- Make sure the front desk is organized, well-maintained, and fully stocked with all the supplies it requires, such as pens, forms, and paper.
- Immediately respond to all calls from clients and questions.
- Transfer calls to the proper department and record messages.
- Accept every letter and package, then deliver it to the appropriate department.
- Track, arrange, and forward emails.
- Ordering and managing office equipment and supplies is necessary.
- Keep documents and files updated.
- Keep an eye on the office budget.
Requirements:
- A high school diploma or another comparable qualification.
- 2 years or more in a similar role with documented experience.
- Excellent knowledge of standard bookkeeping procedures and office management.
- Excellent communication skills
- Very good at multitasking and organizing.
- Strong familiarity with MS Office programs
Is the Front Desk Receptionist Hard?
Receptionists at the front desk need to be sociable, well-organized, and capable of multitasking. They need communication abilities. A good receptionist pays close attention to detail and is adept at handling several projects at once. Not everyone should work at the front desk. If you have the necessary skills, performing this entry-level job will not be difficult for you. You must be very patient, courteous, and able to direct visitors and mail to the appropriate office. You may occasionally find it monotonous when nobody calls or enters the room; on other occasions, your table may be covered with stacks of papers, and people may be waiting to speak with you.
What are The Duties of a Receptionist?
Depending on the business, a front desk representative may have a variety of duties. All incoming and outgoing mail and packages must be received and delivered by them. They are also in charge of returning calls, setting up meetings, coordinating office activities, and greeting visitors.
What Makes a Good Front Desk Representative?
Because they deal with clients, coworkers, and vendors every day, front desk representatives need to be excellent communicators. Additionally, they possess strong interpersonal abilities that enable them to work together and constructively offer and receive criticism. They will succeed in the position if they have soft skills like friendliness and likeability.
How Many Hours Does a Front Desk Work?
Most front desk employees are available during the weekday hours of 8 am to 5 pm. Typically, receptionist shifts are eight hours long. Three shifts are typically used to cover the front desk: the morning shift, which lasts from approximately 7 am to 3 pm; the afternoon shift, which begins at 3 pm and ends at 11 pm; and the overnight shift, also known as the night audit shift, which begins at 11 pm and ends at 7 pm.
What a Receptionist Should Not Do?
- Raise their voice on clients
- Whenever someone enters the room, avoid looking up and extending a greeting.
- Do not make people wait too long in chairs
- Give the phone more importance than the person who is in front of them
- Putting callers on hold indefinitely
- Rudeness on the phone
- Loss of confidentiality
Conclusion
Your high school diploma or GED will be necessary to work as a front desk receptionist; a college degree may not always be necessary. Many employers might prefer it if you have prior experience working as a customer service representative, receptionist, or in another administrative role. Additionally, employers might have specific qualifications for the role in terms of skills. You can increase your chances of landing a job by becoming certified in a particular field to learn these skills.
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