Receptionists are a pivotal member of staff in any company. They are the first point of contact for any visitors to the office or anyone contacting an organisation, so being well-presented and polite are pivotal traits.
A Receptionist also maintains security by logging all visitors and possibly issuing visitor passes, plus provide support to the HR team as required.
As the front of house and often first point of contact for external visitors, a Receptionist job description includes:
- Diary management and management of meeting rooms
- Possibly handling event coordination, both internally and externally
- Handling queries and complaints via phone, email and general correspondence
- Greeting all visitors
- Transferring calls as necessary
- Possibly managing office supplies such as stationery, equipment and furniture
- Performing ad-hoc administration duties
- Maintaining office services as required (such as cleaners and maintenance companies)
- Receiving and dispatching deliveries
- Assisting with mail as required
- Taking and ensuring messages are passed to the appropriate staff member on a timely basis
- Assisting the HR team with recruitment, on-boarding and termination processes
Some companies might want candidates who have previous clerical, administrative or receptionist experience.
It is not mandatory to have a higher education degree to undertake a Receptionist role. However, the duties of a Receptionist should include:
- Organisational skills
- Attention to detail
- Exceptional multitasker
- Excellent communication skills
- Courteous
- Strong customer service skills
It is also imperative that a Receptionist has a polite telephone manner and is well-presented at all times.
