A receptionist is the first face the clients see when they go to a company. The receptionists represent the image of the company they are working for. Therefore, there are certain duties and responsibilities that they must fulfill.
First of all, the receptionist must have a professional appearance. They must use cosmetics, must be clean, and decently dressed. Most companies will require a dress code. For the ones that do, it is usually a suit. If not, a skirt or office pants and a shirt.
Besides keeping a pleasant appearance, the receptionist must ensure the fulfilling of many administrative tasks. These tasks are: answering business letters and emails, answering phone calls, and preparing the documents/ papers that are needed.
The receptionist must know how to use a computer, the Internet and the Office programs. As a receptionist, most time will be spent in the office, so they must be well acquainted with Internet and office work.
The receptionist must have strong communication abilities. They need to keep in contact with the company's clients, providers and everyone else that enters the company. They must be able to provide all the people with the information they need in a clear and concise manner.
When working as a receptionist, one must pay attention to details. All the paperwork that must be submitted must be clear and correct. The receptionist often keeps the records of the clients the firm is working with, as well as of the employees too. The receptionist must show the people who enter the firm where to go, and to have a friendly, positive attitude towards everyone she/he comes in contact with.
All the duties of a receptionist vary depending on the firm she/he is working at. A receptionist that works in a medical field will have to fulfill different tasks from a receptionist that works in constructions. If one works for a medical facility, she/he must also help the doctors with various tasks, such as preparing the patients for surgery and keeping their records. In constructions however, the receptionist will have to release the bills for the tenants, and other similar tasks. In a big company, a receptionist never works alone; there are usually more receptionists, each with their own tasks within a department.
Especially in a big company, the receptionist must have good management skills and may be required to know one or more foreign languages (French, Spanish or German are the most requested languages).
In a small company, the same receptionist may need to accomplish many tasks, which may get tiring after a while. The salary and working hours also vary according to the state and size of the firm. In a big city, the working hours may be longer, and the pay may be higher.
One does not need college studies to become a receptionist. What they need is to prove they have the required skills and abilities to do their job properly, and also a high school diploma which is required for any type of job.
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