Receptionist Duties & Responsibilities
Hiring the perfect receptionist can significantly improve office efficiency and client experience, and a well-structured job description is key to attracting top talent. In this guide, we will cover everything hiring managers need to craft a comprehensive receptionist job description, including key duties, skills, and qualifications. Plus, we provide a free job description template that you can customise to fit your hiring needs.
What is a Receptionist?
A receptionist serves as the first point of contact for clients, visitors, and staff in an organisation. They manage the front desk, coordinate administrative tasks, and ensure a smooth flow of operations by answering phone calls, greeting visitors, and scheduling appointments. Receptionists play a vital role in creating a positive first impression and maintaining office efficiency.
Receptionists are also critical for managing communication between different departments, handling queries, and offering clerical support where needed. Their role often extends to being a gatekeeper for the office, ensuring that only authorised personnel and visitors gain access. In addition to their administrative responsibilities, receptionists play a key role in creating a welcoming and professional atmosphere that reflects the company's brand values.
Receptionist Job Description
Below is a sample receptionist job description template that hiring managers can use and customise to fit their requirements.
Receptionist Duties
- Greet and welcome visitors, clients, and employees with a professional and friendly manner.
- Manage the front desk area to ensure it remains clean, organised, and presentable.
- Maintain visitor logs and issue visitor badges as required.
- Answer, screen, and forward incoming phone calls professionally and promptly.
- Respond to general enquiries via phone, email, or in person.
- Take accurate messages and ensure timely delivery.
- Handle correspondence, including letters, emails, and packages.
- Schedule and confirm appointments.
- Maintain and update calendars for office meeting rooms.
- Coordinate meeting room bookings and prepare meeting spaces.
- Perform general clerical duties, such as photocopying, scanning, and filing.
- Maintain office supply inventory and place stationery orders as needed.
- Assist with data entry and record-keeping tasks.
- Prepare and distribute documents, reports, and office communications.
- Serve as the primary point of contact for customer enquiries, resolving issues promptly.
- Provide basic information about services, office hours, and company policies.
- Receive, sort, and distribute incoming mail and deliveries.
- Prepare and send outgoing mail and courier packages.
- Assist with the onboarding of new employees by providing access cards and front-desk orientation.
- Keep track of office maintenance requests and liaise with service providers.
- Set up conference rooms, including AV equipment and refreshments as needed.
- Coordinate catering for meetings and events.
- Provide logistical support for office events and employee functions.
- Operate office equipment, such as printers, fax machines, and phone systems.
- Coordinate with building maintenance, facilities and contractors.
- Ensure compliance with company procedures and health and safety standards.
- Assist with travel arrangements and itinerary planning for executives.
- Manage petty cash and tracking of office expenses.
Skills Required
To excel as a receptionist, candidates should possess a mix of both essential and desirable skills.
Essential Skills:
- Strong customer service skills
- Excellent verbal and written communication
- Proficiency in Microsoft Office and other relevant software
- Attention to detail
- Ability to multitask and prioritise tasks
- Excellent time management skills
- Problem-solving and critical thinking
- Professional demeanour and appearance
Desirable Skills:
- Knowledge of office administration procedures
- Conflict resolution skills
- Experience handling office security protocols
Qualifications
While specific receptionist qualifications may vary depending on the role and sector, the following are common requirements.
Essential Qualifications:
- GCSE level or equivalent
- Proficiency in office software such as Microsoft Office
- Certificate or diploma in office administration or customer service
Experience Required
Experience requirements for a receptionist role often vary based on the complexity and demands of the position.
Essential Experience:
- Previous experience as a front desk receptionist in a corporate environment
- Previous customer service experience
- Handling calls, and greeting visitors
- Managing administrative or clerical tasks
Desirable Experience:
- Scheduling meetings and coordinating events
- Experience using CRM software
What Else to Include in a Receptionist Job Description
To make your job description more attractive and informative, add the following sections:
Salary and Benefits
Clearly outline the salary range and benefits your company offers, such as:
- Competitive salary
- Health and wellness benefits
- Paid time off
- Professional development opportunities
Company Profile and Values
Provide a brief overview of your company’s culture, mission, and values. This helps candidates understand whether they align with your organization’s ethos.
Work Environment and Hours
Specify whether the role is full-time or part-time, and the typical working hours.
Growth Opportunities
Mention any opportunities for career advancement or additional training that the role may offer.
Hiring a Receptionist?
Finding the right receptionist is key for creating a positive impression for clients and visitors. At Tyler Griffen, we specialise in helping businesses like yours find top receptionist talent. Our team will work closely with you to understand your unique needs and connect you with the perfect receptionist for your business.
Ready to hire your next receptionist? Contact us today to get started.