Job Description

Receptionist Job Description, Skills & Requirements

Receptionists are the first contact of clients and employees with the company or organization they wish to contact or where they work. Its main function is to welcome visitors and indicate where they should go. They are also responsible for responding to customer and employee requirements, both in person and by telephone.

In certain cases, especially in the case of small companies, the tasks of the Receptionists tend to coincide with those of an Administrative Assistant, which, in turn, may include Human Resources functions (Accounting and Logistics). These professionals are usually hired to work in a variety of institutional and commercial settings, both in the public and private sectors.

Responsibilities of Receptionists

  • Create a welcoming environment, receiving, informing and guiding visitors, employees and suppliers in a cordial, friendly and professional manner:
    • Receive visitors, determine the nature or purpose of your visit and guide them to their corresponding destinations.
    • Control the entry and exit of visitors and employees by managing the access lists of the security department, taking note of visitor data.
    • Deliver security passes if necessary.
    • Report any suspicious activity to security agents.
  • Take care of all incoming and outgoing calls, emails, correspondence and faxes:
    • Attend, monitor and channel incoming calls and emails, in addition to forwarding a person’s requirements to the relevant department.
    • Take messages and forward them to the corresponding person.
    • Receive, sort and deliver the correspondence.
    • Coordinate Courier and messaging services.
  • Respond to requests for information about the company or organization in person, by telephone or by email:
    • Answer questions, solve problems or complaints and guide visitors appropriately.
    • Write and distribute memos to inform both customers and company staff.
    • In some cases, promote the services or products of the company.
  • Keep a manual or computerized record and take care of the appointment calendar, meeting room reservations, contact lists, payments received and sent, receipts, among others.
  • Archive and organize documents (emails, invoices, receipts, reports, among others) both in physical and digital format.
  • Provide assistance recording information and maintaining the database, delivering receipts and keeping accounting when necessary.
  • Keep the reception area clean and tidy at all times:
    • Coordinate proper maintenance of office equipment.
  • Place orders for office supplies whenever necessary and maintain an inventory of them.
  • In some cases, take care of the opening and closing processes of the office.
  • Carry out administrative support tasks, such as document review, text processing, mail management, financial tasks, archiving and maintenance of payment records, invoices, spreadsheets and other documents.
  • Make sure that the security procedures of the company or organization are followed at all times.

Daily Tasks of Receptionists

  • Receive visitors, register them and guide them to the corresponding people or destinations.
  • Answer, filter, and transfer calls or take messages.
  • Dealing with requests for information, answering questions or solving problems, both for visitors and customers.
  • Make reservations, make appointments and manage appointment calendars.
  • Receive payments and file receipts.
  • Keep the reception area clean and make sure that the security procedures of the company or organization are followed at all times.
  • Carry out administrative support tasks.
  • Communicate with people from other departments.

Receptionist Required Skills

  • Telephone exchange management:
    • Have a clear speech.
    • Handle calls respectfully, eloquently and effectively.
  • Excellent communication skills, service vocation, customer orientation and proactivity:
    • Communicate clearly, both in writing and orally, with visitors, customers and other employees.
    • Have customer service skills, be patient and protocol.
    • Being able to create and maintain lasting professional relationships and anticipate customer needs.
    • Stay calm during adverse situations and handle the situation in a polite, discreet and effective manner.
  • Organized and able to manage your time effectively:
    • Be organized and detailed, able to prioritize tasks properly.
    • Being able to handle several tasks at the same time and work under pressure in a dynamic and active environment.
    • Ensure that follow-ups are carried out in a professional and effective manner.
    • Being able to archive documents and keep the reception area clean and tidy at all times.
  • Analytical ability and ability to resolve conflicts:
    • Read and interpret information effectively.
    • Resolve conflicts efficiently and quickly.
    • Anticipate the needs and expectations of customers.
    • Being able to work independently and as part of a multidisciplinary team.
  • Detailed and meticulous:
    • Being able to stay focused when performing repetitive and monotonous work.
  • Administrative Capabilities:
    • Being able to process texts, use spreadsheets and manage databases.
    • Type 40 to 60 words per minute.
    • Know how to use and manage office equipment (photocopiers and printers).
  • Motivated, determined, responsible and determined to offer the best service.
  • Have good presence.

Receptionist Requirements

  • Receptionists should pay special attention to the way they are perceived by other people, therefore it is essential to have excellent customer service skills; In addition, the perfect candidate must be polite and protocol at all times, smiling and demonstrating a positive and enthusiastic attitude.
  • The minimum educational level to obtain the Receptionist job is to have finished high school. However, nowadays, more and more employers tend to prefer candidates with degrees in Administration, Communication, Public Relations or related careers.
  • Most Receptionist jobs require 1 to 3 years of experience in the area and a mastery of the Office package (Word, Excel and PowerPoint); In addition, mastering a second language such as English can be very beneficial for the candidate who applies for this job.
  • Receptionists must be willing to work regular office hours, these will depend exclusively on the business hours of each company, organization or office. In addition, you should be able to stand or sit for an extended period of time.
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