Receptionists are the first people to greet you when you enter the front office of an organization or business. These employees serve much like gatekeepers, controlling the flow of business and interacting with visitors. Companies are anxious to find dependable receptionists and hire those who can complete the three major duties the position requires. These duties fall into the hospitality and administrative categories.
Degree Directory and the Receptionist Job Description website both indicate that receptionists are responsible for handling phone calls. In fact, Degree Directory says this is the most important task receptionists perform. They have to answer the phone and transfer the caller to others within the company if they cannot deal with the caller's issues or needs personally. They take messages and may make calls to remind clients about appointments or to confirm data such as office supply orders.
Greetings and escorting
Receptionists greet everyone who comes into the main office. They may chat in a friendly way with the visitor to make them feel comfortable and at home. They alert others within the building that the visitor has arrived. Sometimes the receptionist may offer the guest some refreshments during this period or show the visitor where he or she might have a seat if the visitor needs to wait. The receptionist also makes decisions on when to show a guest to other areas of the building and serves as an escort for the visitor to make sure the visitor doesn't get lost.
The Receptionist Job Description website points out that receptionists have to be able to handle uncomfortable situations such as when a customer is displeased with service. The ability to diffuse conflict is important on the phone, but it is even more important during greetings and escorting because the chance for physical confrontation is much greater. Receptionists may need to alert security personnel if these situations escalate in order to keep others in the building safe.
Receptionists may be responsible for a host of administrative tasks, depending on the organization. According to Degree Directory, these tasks include, but are not limited to, entering data into computer software, ordering supplies, filing, managing accounts (bookkeeping), sending correspondence via fax, post or e-mail and tracking/handling inventory. Receptionists may participate in meetings for the organization so that they stay abreast of the organization's needs and therefore can provide better service.
- Photo Credit preparing the file image by Pix by Marti from Fotolia.com
Front Desk Receptionist Description
The front desk receptionist is usually the first face of an organization. The front desk receptionist must be a professional at all...
Job Description of a Front Office Agent
Front office agents run the front office operations of hospitality establishments, such as hotels, motels, casinos, cruise ships and resorts. Front office...
- Reception Desk Etiquette
How to Visit the Pentagon in Washington, D.C.
The Pentagon, the largest low-rise office building in the world, occupies a spot in Virginia across the Potomac River from Washington, D.C....
- How Should a Receptionist Handle an Unhappy Visitor?
Tips for Front Desk Receptionists
A warm, cheerful and efficient receptionist is an important asset for a business. A receptionist symbolizes the company's principles and its respect...
Good Qualities of a Receptionist
A receptionist is the first person a client sees or hears when visiting or calling a company. The receptionist's ability to make...
Office Receptionist Duties
Office receptionists serve as the front line in any good workplace. They are often the most public face of the company, and...
Front Desk Receptionist Duties
A front desk receptionist performs an important role within an organization by being the first person a client encounters. The receptionist can...