Whether you run an auto dealership or a hotel chain, you know that skilled receptionists are crucial to your business’s success. Without a receptionist manning the front desk and directing guests or customers to the correct place, everything falls apart.
Because receptionists are so important to your business’s daily operations, you need to exercise care when hiring a new person to fill this vital role. The first step to doing so is writing a clear and detailed job description that attracts the most suitable candidate.
If you’ve never written a receptionist job ad, don’t worry. This guide will help. It features five quality receptionist job description examples, plus a detailed explanation of what a receptionist’s job consists of and the essential skills every receptionist should possess.
What Does a Receptionist’s Job Consist of?
If you’re writing a receptionist job description or resume call, you’ll need to include the key responsibilities the applicant will have to perform if they get the job.
What are the top five duties of a receptionist? Find out below:
1. Meeting and Greeting Clients/Customers
Generally, the receptionist is the first person clients or customers encounter when they arrive at your business.
Your receptionist should be someone who is friendly and outgoing and strives to make customers feel at home as soon as they walk in the door. Otherwise, you might struggle to attract and retain customers or clients.
2. Scheduling Meetings/Appointments
Receptionists also assist with booking meetings and appointments.
Their scheduling duties include arranging meetings between different employees at your company and scheduling appointments for customers or clients. For example, a medical receptionist will help patients schedule appointments with their preferred healthcare provider.
Ideally, your receptionist will be able to use different scheduling tools to streamline this process and avoid keeping people waiting.
3. Answering and Forwarding Phone Calls
Typically, a receptionist will answer phone calls and take one of the following actions:
- Respond to the caller’s questions (for example, if they want to schedule an appointment or know your company’s hours), OR
- Direct them to the proper person (for example, if they call and want to be transferred to the head of your accounting department)
A receptionist should be able to handle both situations and help callers achieve their specific goal (such as making an appointment) as quickly as possible.
4. Sending and Responding to Emails
Receptionists also send and respond to emails on behalf of the company. These emails might include information related to ordering supplies, managing payroll, scheduling meetings and appointments, or answering questions from potential customers or clients.
Because the receptionist is representing the company, they must be skilled written communicators and be able to send accurate, error-free messages with ease.
5. Receiving and Sorting Mail/Packages
Because the receptionist is stationed in the entryway or lobby of your business, they are responsible for receiving and sorting mail and packages. They also deliver mail and packages to the proper recipients as efficiently as possible.
What Are the Best Receptionist Job Description Examples?
Now that you know the top five duties of a receptionist, it’s time to get into some practical receptionist job description examples.
What does a well-written job description entail? Here are five samples you can use to craft your own unique and compelling job ad:
Example 1: Medical Receptionist
[Clinic name] is looking for a hard-working, reliable, and compassionate Medical Receptionist for our practice in [Location].
We are devoted to improving our patient’s health and well-being and seek a receptionist who can assist with this mission, greeting patients and helping them feel at ease from the moment they enter the facility.
If you are a medical receptionist with previous front office experience and excellent people skills who is reliable and trustworthy, we want to hear from you!
Responsibilities
- Greet and welcome patients as soon as they arrive at the clinic
- Check patients in and direct them to the waiting area
- Answer, screen, and forward incoming phone calls
- Ensure the reception/waiting area is clean
- Provide general information to patients in person and via phone or email
- Receive, sort, and distribute mail and packages
- Keep stock of and order front office supplies
- Update calendars and schedule meetings
- Keep updated office expense records
Required Skills/Experience
- High school diploma or equivalent
- At least 1 year of receptionist experience
- At least 1 year of customer service experience
- Strong organizational skills
- Strong written and verbal communication skills
- Attention to detail
- Self-motivated and able to work independently
- Knowledge of Microsoft Office and Google Suite
Example 2: Front Desk Receptionist
[Company] is seeking an outgoing and enthusiastic Front Desk Receptionist to join our team at a senior living community in [Location].
We are a premier assisted living provider experiencing rapid growth and are for top talent to continue our journey with us. If you are compassionate, organized, and an excellent communicator, you’re the right fit for our team!
Responsibilities
- Greet residents and visitors
- Assist the executive team with administrative tasks
- Answer phones and respond to or direct calls
- Provide excellent service to all visitors
Requirements and Skills
- At least 1 year of prior experience as a receptionist or in a related field (preferred)
- Excellent written and verbal communication skills
- Solid organizational skills
- Strong knowledge of Microsoft Office programs
Example 3: Accounting Firm Receptionist
[Company] is seeking an outgoing and enthusiastic Front Desk Receptionist to join our team at a senior living community in [Location].
We are a premier assisted living provider experiencing rapid growth and are for top talent to continue our journey with us. If you are compassionate, organized, and an excellent communicator, you’re the right fit for our team!
Responsibilities
- Greet residents and visitors
- Assist the executive team with administrative tasks
- Answer phones and respond to or direct calls
- Provide excellent service to all visitors
Requirements and Skills
- At least 1 year of prior experience as a receptionist or in a related field (preferred)
- Excellent written and verbal communication skills
- Solid organizational skills
- Strong knowledge of Microsoft Office programs
Example 4: Spa Receptionist
[Spa name] is looking for a front desk spa receptionist to assist in our [Location name] location. Day-to-day responsibilities include scheduling appointments, greeting guests, and keeping the reception area neat, organized, and peaceful.
The ideal candidate will be highly organized, friendly, and an excellent multi-tasker. If this sounds like you, and if you want to work in a tranquil environment, get in touch with us today!
Spa Receptionist Responsibilities
- Answer phones and respond to questions or direct calls
- Coordinate appointments
- Sell products
- Keep the receptionist area neat and clean
- Check clients in and out
- Set up spa lockers
- Launder sheets, towels, and blankets as needed
Spa Receptionist Requirements
- High school diploma or equivalent
- Previous experience as a receptionist (preferred)
- Knowledge of Microsoft Office Suite
- Ability to navigate spa management software
- Professional attitude and appearance
- Written and verbal communication skills
- Superior organizational skills
- Solid time-management skills
- Customer service skills
Example 5: Administrative Assistant/Receptionist
[Company], a fast-paced and dynamic real estate brokerage in [Location], is looking for an administrative assistant/receptionist to help us manage our office and keep up with our growing client list. If you’re an organized, self-motivated, and enthusiastic individual who loves the real estate industry and helping others, we’ve got the job for you!
Responsibilities
- Greet and welcome visitors
- Answer and direct phone calls
- Take messages
- Provide information to callers
- Schedule appointments
- Maintain staff members’ calendars
- Perform everyday clerical duties like filing, photocopying, scanning, and faxing.
- Manage incoming and outgoing mail and packages
- Maintain office supplies inventory and order more when necessary
Required Skills/Experience
- Excellent computer skills
- Ability to learn new computer programs quickly
- Previous experience as a receptionist or administrative assistant (preferred)
- Proficiency in Google Docs, Sheets, Slides, etc., and Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
- Knowledge of QuickBooks accounting software
- Excellent verbal and written communication skills
- Strong organizational skills
- Ability to multitask and prioritize effectively
- Customer service skills
- Ability to work independently
What Are the Most Important Receptionist Duties and Skills?
In addition to the top five responsibilities shared earlier in this guide, it’s also helpful to understand the most vital receptionist duties and skills.
Here are some of the top skills and traits you will likely want to ask for when writing a job description or getting to know candidates better during interviews:
Organizational Skills
Organization is one of the most important skills a good receptionist will possess.
Your company’s receptionist should be able to develop and implement systems to keep files and digital documents sorted and maintain a neat and easy-to-navigate office space. If you need a document or copy of someone’s schedule, they should be able to provide it right away because they know exactly where to find it.
Time Management Skills
Receptionists often have to juggle many balls at once. For example, they may find themselves inputting data into a spreadsheet while talking on the phone to a client and signing for a package that just arrived.
Because a receptionist job requires so much juggling on a daily basis, it’s essential that your receptionist can manage their time well and multi-task when needed. If they work too slowly or can’t keep up with multiple issues at once, they’re likely not the best fit for the job.
Friendly and Polite Attitude
Since receptionists are responsible for greeting and directing guests, it’s vital that they have a friendly and polite, yet still professional, attitude. They should help put customers or clients at ease as soon as they walk into your building, and if they seem disinterested or annoyed, they’re going to have the opposite effect.
Customer Service Skills
In addition to a friendly and polite attitude, it’s also crucial for your business’s receptionist to have solid customer service skills. Examples of customer service skills include being an active listener, being a good problem-solver, and being empathetic to others’ situations.
If your receptionist can check these boxes, they’re more likely to make a positive impression on your customers or clients and keep them coming back in the future.
Basic Computer Knowledge
Most receptionist jobs require at least basic computer knowledge. For example, your receptionist should be able to navigate common software programs like Microsoft Office or Google Suite.
They should also be able to pick up on new software solutions quickly. If you get a new scheduling software, for instance, they should be willing and able to learn the basics fairly soon after it’s implemented.
Written and Verbal Communication Skills
Receptionists typically communicate in writing (via email or chat, for example) and verbally (via phone or in person).
The best receptionist will be able to handle both methods of communication with ease and confidence. Whether they’re answering questions, responding to complaints, or assisting with everyday tasks, they will be able to get their message across clearly and concisely.
Self-Motivated
Receptionists generally work alone or with just one other person (some buys offices have multiple receptionists on duty at the same time). They often don’t have anyone directly supervising them, either.
Because of this situation, it matters that your receptionist is someone who is self-motivated and can work alone with minimal oversight. You need to trust that they will consistently perform their job to the best of their abilities, even if nobody is watching.
Follow These Receptionist Job Description Examples Today
Preparing to write and publish a receptionist job description and resume request might seem intimidating initially. If you follow the four receptionist job description examples shared above, though, you’ll find that it’s easier than you thought.
Do you need more help recruiting a skilled and qualified receptionist for your business? If so, GrabJobs can help.
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