How to Be an Administrative Receptionist

An administrative receptionist represents a company to customers.

When customers step off an elevator or walk through the front door, the administrative receptionist is often the first face they see. An administrative receptionist has a high profile position as the principal representative of a company. When you wish to be an administrative receptionist, create an image that an employer will desire for a company. With attention to style, poise and professional communication skills, you may acquire that receptionist position you're hoping for.

Instructions

1. Complete basic education requirements, including a high school or GED diploma. Ensure that you possess office and clerical skills, including typing and telephone and computer proficiency, to qualify for the position. Some industries may require an associate’s or bachelor’s degree in administration or within the field of the industry.

2. Wear professional, conservative clothing befitting of the company you represent. For example, legal offices and financial firms typically require an administrative receptionist with professional business attire--a two-piece suit for both men and women. Smaller businesses may require less formal attire. Observe the other employees in the office and dress accordingly.

3. Greet customers as they enter the place of business. Smile warmly and acknowledge them immediately when they enter. Invite clients to sit in the waiting area while you find someone who can help them or while you notify an employee of their presence.

4. Answer telephones for the business. Use a greeting of your employer’s choosing, answering the phone with a clear and pleasant voice. Direct the telephone calls as necessary to provide calling customers with the information they desire.

5. Schedule appointments, if applicable. Maintain a scheduling calendar for the business if customers require appointments with employees.

6. Accept mail and other deliveries, routing the items carefully to ensure that everything reaches the proper destination. Direct outgoing mail out of the business, if necessary.

7. Perform whatever office or business duties are assigned to you by your employer. For example, an administrative receptionist in a medical office may need to have a background in medical terminology to perform medical recordkeeping as a part of the position. An administrative receptionist in a large law firm may need to perform some human resource duties to process job applications and resumes.

References

• Job Descriptions: Receptionist Job Description & Career Opportunities
• U.S. Bureau of Labor Statistics: Secretaries and Administrative Assistants