When calling or visiting a business, the Receptionist is the first person clients usually interact with. This will tackle some typical tasks of a receptionist and the most crucial abilities to have as a receptionist. Receptionists are responsible for many administrative support jobs that keep the office operating smoothly. They are responsible for greeting visitors, handling incoming and outgoing correspondence, maintaining files and records, performing data entry, maintaining office calendars and schedules, fixing data entry, keeping the office clean, safe, and organized, and keeping the office inventory fully stocked.
Here are five typical tasks of a receptionist:
Reception by phone and at the front desk.
Receptionists are the first to meet customers who call or visit the company. Their telephone reception tasks include:
- Accepting incoming calls.
- Taking messages.
- Directing calls to the appropriate party.
- Checking voicemails.
- Returning missed calls.
Receptionists may also answer basic queries about the company from clients and vendors.
Management of databases and records.
Receptionists may handle the office’s file system, record information obtained in interactions with suppliers and clients, and collect and distribute incoming and outgoing mail.
A receptionist may be in charge of a company’s physical mail and electronic communications. Receptionists may also gather personal information from new clients, verifying and recording it as needed. A receptionist at a medical office, for example, often takes further patient information and confirms insurance coverage.
A receptionist’s job is crucial to a firm’s customer service since the Receptionist is commonly the person a client or vendor contacts, most often the first person they connect with when contacting or visiting the business. Receptionists must have excellent customer service abilities, including staying relaxed and courteous when dealing with problems.
Executive and administrative assistance.
Executive and administrative assistance may be provided by receptionists, such as creating and presenting reports and spreadsheets to executives, arranging meeting and training rooms, and recording meeting minutes.
Receptionists are often in charge of keeping workplace calendars and schedules up to date. They may book a telephone or in-person meetings with clients and vendors, confirm client and vendor appointments, schedule office workers for off-site obligations, and plan business events. Receptionists may also manage and coordinate office worker travel.
Next, we will tackle some must-have abilities to perform your receptionist duties fully.
First and foremost is the ability to communicate skillfully; you will need excellent verbal and written communication as you greet clients and visitors; you also need to communicate with executives and personnel effectively. Second is the ability to manage time effectively. It refers to your ability to perform multiple tasks and complete projects on time. The third is the ability to type and utilize office equipment such as computers, telephones, copiers, fax machines, and printers. Receptionists frequently manage multi-line phones while doing office administration chores such as filing, copying, printing, faxing, and mailing. Receptionists should also be proficient in utilizing the Microsoft Office suite of products. Fourth is the ability to provide customer service; they must keep a professional and courteous approach while remaining calm, acknowledging and researching concerns, resolving issues, or directing them to the appropriate party for resolution. Fourth is the ability to plan, prioritize, and handle office obligations. Receptionists must be highly organized since they plan and confirm appointments, route client and visitor contacts to the appropriate party, lead clients and visitors to the correct area, take notes in meetings, and keep the office organized. Lastly, the Receptionist may access sensitive and confidential information about clients and vendors, such as medical histories, job histories, family histories, and contact information. A receptionist must protect client and vendor confidentiality with professionalism.
Being a front desk receptionist is undoubtedly not easy. Entering this industry isn’t a walk in the park as well. You need to come up with a front desk receptionist resume that will impress recruiters and convince them that you are the right fit. Thankfully, you can take advantage of the Internet for creating your winning resume and eventually reach your dream career.