Professional and efficient front desk management and a warm welcome to visitors.

What is a Receptionist?

A receptionist is a part of the company’s administrative team, serving as the first point of contact for visitors and clients. They are the face of the company and hold the keys to creating a smashing first impression. They effortlessly woo visitors and clients with impeccable interpersonal and customer service skills. Their managerial skills allow them to keep the front desk and office running like a well-oiled machine by keeping track of appointments and meetings and sending and receiving emails. This skill makes it convenient for all the staff to work in an organized and coordinated manner. Also, the job requires monitoring the flow of visitors and clients in and out of the office.

A receptionist must have excellent communication skills to convey information accurately and effectively, whether over the phone or face-to-face. The individual in this role should have multitasking abilities as the job often entails managing various tasks simultaneously. They’re responsible for the company’s online presence by responding to social media messages and chat inquiries of clients and the general public. It would be best to look for a tech whiz capable of using computers and printers. Apart from these technical qualifications, this role should have a welcoming personality and a friendly demeanor, with loads of patience, understanding, and empathy for all clients.

Benefits of Having a Receptionist

Having a receptionist can be a game-changer for any business, regardless of size. They serve as the first point of contact for customers, clients, and partners, upholding the organization’s reputation and values. Their importance can’t be overstated, as they create a welcoming environment and help with administrative tasks. The individual in this role is responsible for efficient call and message management to address customer inquiries promptly.

Their highly organized personality makes scheduling appointments a breeze. It saves a lot of time, increasing the productivity of all the staff in the organization. Moreover, they’re the backbone of administrative support with abundant technical knowledge in computers and office equipment like printers, scanners, and fax machines. Also, by keeping tabs on who enters and exits the premises, this position offers an added layer of security, mitigating the risk of security breaches and unauthorized access to company resources. So, hire a receptionist today and revolutionize the way your office works!

Positive first impression

The first person a client or a visitor interacts with after entering your company’s office is a receptionist. This initial interaction can set the tone for their entire visit. A friendly and approachable personality can make visitors welcome, creating a positive first impression. It increases the likelihood of repeat visits and can improve your relationships with business partners. As the initial face of the company, the individual must create a cozy yet professional environment with a friendly smile. They should answer visitors' inquiries with a warm and friendly tone during face-to-face interactions and official telephone calls, conveying professionalism.

Efficient call and message management

A receptionist acts as the central hub for all communication in the company. They ensure all calls and messages are directed to the appropriate person or department. It streamlines the communication process and saves time while increasing the overall efficiency of the office staff. This role will answer your calls, determine which department can give you the proper answers, and forward your calls to them. They handle calls and take care of messages, chats, and emails. The client may choose to communicate with any method, so viewing all company messages is essential to prevent opportunities from slipping through the cracks.

Appointment scheduling

Having a receptionist is like hitting the nail on the head when scheduling appointments, meetings, and events. Anyone can schedule an appointment, but scheduling it in a way that doesn’t conflict with your other meetings or personal plans takes practice. After filling this role, the company can rest assured that there will be a systematic and organized approach to scheduling. It avoids double-booking appointments, which would have resulted in missing an important meeting. This approach saves time and increases the efficiency of higher executives, who can utilize their free time to focus on things that truly matter and be more productive. Say goodbye to watery scheduling and hire a receptionist now!

Administrative support

Receptionists do more than just answer calls and book appointments. They handle numerous administrative duties to keep the business on track. It includes data entry, maintaining records, filing documents, and handling correspondence. This position can make the jobs of other departments easier by outlining their tasks and providing administrative support. These professionals help to find and print out the necessary data and documents at the request of staff. Their skills in office software such as Word, Excel, and PowerPoint take administrative support to another level. Furthermore, this role assists in creating reports and office-related documentation, freeing up time for core office members to focus on important things.

Enhanced security

Receptionists are at the front desk. It means they can monitor who enters and who exits the office, ensuring only authorized staff gain access to the company’s resources. These individuals greet the visitors and confirm their identity to prevent security breaches. They verify the client’s identity before allowing them to visit the company's top-level executives or CEO. It gives a sense of security to the executives, who can now work with peace of mind increasing productivity. Plus, these professionals are trained to handle potential threats and enforce security protocols and policies. If receptionists encounter threats to the company or its intel, they’ll promptly inform the concerned authorities.

Duties of a Receptionist

A receptionist plays a pivotal role in the smooth functioning of an organization. They guarantee that all the administrative duties are running like clockwork. Their responsibilities are diverse and demanding. Being the first point of contact for the company, these pros are responsible for creating a positive image while handling emails, responding to chats, and answering phones. Receptionists juggle numerous tasks and take them parallel to each other. Keeping a clean, well-maintained, organized reception area or lounge is just the tip of the iceberg.

The most important duty is answering clients’ inquiries regarding the company without being frustrated or losing their cool. Also, sorting and forwarding the parcel or package to the office falls on their lap. It applies to emails as well, both physical and digital. Another crucial responsibility is scheduling and managing corporal travel arrangements for top-level executives and managers. It entails booking flight tickets and hotel reservations, which requires excellent organizational and budgeting skills.

  • Answering phones and responding to emails
  • Maintaining a clean and organized reception area
  • Handling mail and package deliveries
  • Coordinating travel arrangements for executives and managers
  • Providing basic information about the company, products, and services to visitors and clients

Steps to Hiring a Receptionist

  1. Build a Job Description
  2. Matching with a Candidate
  3. Scheduling an Interview
  4. Hiring a Candidate

Cost of Service

The cost of a receptionist comes at around $20-$25 per hour with additional benefits and related expenses. It can vary depending on various factors like experience and job responsibilities.

Frequently Asked Questions

What are the typical hours and schedule for the receptionist role?

Most companies and offices offer their staff an 8-hour shift Monday through Friday from 9:00 AM – 5:00 PM. However, this typical schedule may not hold for some companies. In some busy organizations and offices, this role may need to work on weekends or evenings, depending on the need. Typically, this full-time job entails working 40 hours a week. Depending on the organization’s policy, thirty minutes to an hour lunch break each day is available. Also, if you don’t need a full-time receptionist, then a part-time option is also available that can be adjusted according to your company’s schedule.

What personal qualities would make a receptionist useful to the company?

Personal qualities such as good communication and interpersonal skills, customer service, organization, multi-tasking, etc. would make a receptionist very useful. Since they’re the first point of contact, being friendly and professional while interacting with the clients and visitors is vital. A diverse and formal vocabulary can be a good point for choosing the candidate. To excel in the position, individuals must have good verbal and written communication skills that should explicitly convey information to the people. The ability to juggle numerous tasks and prioritize the important ones is necessary to prove yourself useful in the company. You should also search for punctuality, reliability, and other good qualities before employing them.

What benefits or perks are available for employees in the receptionist position, such as health insurance, retirement plans, or paid time off?

Generally, employees in the receptionist position have the perk of medical insurance, dental and vision coverage, life insurance, and a few hours of paid time off (PTO). Select few companies even offer retirement plans for the position. The company’s PTO may have different conditions, like sick leave, maternity leave, vacation, or holidays. However, it is just a generalized assumption and may vary depending on the organization’s policy. Some might offer more perks, and some might cut off a few. Extra benefits include flexible work hours, remote work, and free training and seminars. The professionals can contact the company to verify its unique plans and policies.

What do employers look for in a receptionist?

Employers look for several managerial skills in a receptionist, including customer service, scheduling appointments, record keeping, and many more, as the position encompasses administrative duties. Good communication skills and a friendly and professional demeanor are also essential. Additionally, recruiters search for technical qualities such as operating computers, printers, scanners, and fax machines. Most even prefer proficiency in office software such as Word, PowerPoint, and Excel. Employers also look for an experienced individual with a business administration and office management degree. Experienced people can finish the job without any errors, and even if a few errors pop up, they handle it swiftly and promptly.