An administrative receptionist is a vital part of any company. Administrative receptionists have a variety of duties involving office work, running errands and offering support to those working in other positions throughout the company. Administrative receptionists must be able to prioritize work flow and will be involved in a variety of tasks with the opportunity to interact with many people.
The receptionist is often the first and last person a visitor sees in the office. The receptionist provides a first impression to visitors, vendors and job applicants. The administrative receptionist must have a neat appearance, make eye contact and greet each visitor as they arrive. In the moment it takes to say "good morning" and ask the guest how they can be helped, the receptionist has the opportunity to create an atmosphere of professionalism and friendliness. At many larger companies, no one sees or talks to managers, department heads or CEOs without first going through the receptionist. In the office environment, this is called being the gatekeeper. In this position, the receptionist assists those above her in keeping their busy schedules flowing smoothly.
Phone communication takes up a large part of the administrative receptionist's day. Aside from answering the phone, which may involve the use of a multi-line phone system, receptionists also place return phone calls for managers or other office personnel. Phone voice and etiquette are very important since the voice other people hear may be the only contact they have with the company. An administrative receptionist also uses the phone to schedule meetings, appointments and travel plans for her boss or to make contact with vendors or customers.
Receptionists use word processing tools for a variety of documents for office personnel. They may create office memos, inventory lists, or correspondence to be sent to customers or clients. Knowledge of word processing programs is very important as is how to format different types of documents, such as business letters, pamphlets or brochures, lists and memos. Since correspondence through the mail may be a client's only form of contact with the company, it's important the document be typed using good grammar and correct spelling.
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