Receptionist Job Description
A receptionist's job takes an important share in the overall functioning of an organization. She is the face of a company; in fact, the first official professional to whom an individual encounters after entering any organization.
The profile involves being conscious of every occurrence taking place in the company and making arrangements and devising plans for its immediate and forthcoming corporate events.
Always wearing a smile on her face, the professional coordinates and organizes corporate meetings, training sessions, travel planning, deliveries, and other indispensable programs of a firm.
The job is not easy because it involves coordinating with a multitude of assorted individuals and personnel. Operating as the flag bearer of an organization, the professional conducts varied types of demanding and testing tasks besides the usual job duties.
One of the primary responsibilities shouldered by the receptionist is alluring new clientele and retaining outgoing or past customers via efficient customer service, effectual communication, and a welcoming atmosphere.
Receptionist Job Responsibilities
- Receive, screen all incoming phone calls and connect them to appropriate personnel
- Give a warm greeting to all people entering the office premises
- Help out each person who approaches the front desk with a query
- Maintain the in and out time muster kept for the visitors
- Sort out and hand over important packages, deliveries, or messages to appropriate departments within the company
- Provide clerical and administrative support to the management
- Keep a close watch over the staff workings and movements
- Act as a communication between the employees and other divisions of the organization viz., housekeeping, etc.
- Being well versed with all kinds of official documentations to prepare letters, memorandums, etc.
- Ensure cleanliness and orderliness in the reception area while abiding by the policies and regulations of the organization
- Update appointment diaries and logbooks for scheduling appointments for the right dates
- Report any security related matters to the line manager
- High school diploma or diploma in office administration
- Competent computer skills, especially in MS Word, Outlook, Excel, and PowerPoint
- Good formal dressing style, presentableness, and ability to carry one's self decently
- Politeness and patience
- Appreciating written and verbal communication abilities
- Multi-tasking with a sound memory
- Familiarity with clerical and administrative protocols
- Excellent interactive skills
- Good typing speed (40-45 wpm)
Performance of dedicated work through the exhibition of sound knowledge and efficient skills in this field can lead to a promotion to higher posts such as hospitality manager, front desk manager, or an official incharge over a team of receptionists.