Reception Desk Helper Job Description [Updated for 2025]

In today’s fast-paced world, the importance of a first impression is paramount, and the reception desk is often the first point of contact.

As businesses evolve, the need for personable, efficient, and professional individuals who can manage, enhance, and safeguard our frontline interactions grows ever more crucial.

But let’s delve deeper: What’s truly expected from a reception desk helper?

Whether you are:

• A job seeker trying to understand the nuances of this role,
• A hiring manager crafting the profile of the ideal candidate,
• Or simply curious about the intricacies of a reception desk helper,

You’ve arrived at the right place.

Today, we’re introducing a customizable reception desk helper job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Reception Desk Helper Duties and Responsibilities

Reception Desk Helpers play a crucial role in maintaining an organized and hospitable environment, whether in an office, a hotel, or another establishment.

They’re often the first faces guests see, and they help set the tone for the entire experience.

Reception Desk Helpers have the following duties and responsibilities:

• Welcoming guests and visitors warmly and professionally
• Directing visitors to their destinations within the building
• Answering and forwarding phone calls to the appropriate departments or individuals
• Maintaining an organized and tidy reception area
• Receiving, sorting and distributing daily mail and deliveries
• Scheduling appointments and managing calendars
• Assisting with administrative tasks, such as photocopying, faxing, and filing
• Keeping records of visitor logs and maintaining security awareness
• Handling basic inquiries about the company, such as directions or operating hours
• Assisting in the planning and preparation of meetings and conference rooms

 

Reception Desk Helper Job Description Template

Job Brief

We are seeking a friendly and organized Reception Desk Helper to manage our front-of-house duties.

The Reception Desk Helper’s responsibilities will include welcoming guests, directing them to appropriate personnel or areas, answering phone calls, and managing administrative tasks.

An ideal candidate for this role is an excellent communicator with an outgoing personality, capable of multitasking and maintaining a professional, customer-oriented approach.

 

Responsibilities

• Greet guests and provide them with superb customer service.
• Direct visitors to the appropriate person and office.
• Answer, screen, and forward incoming phone calls.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures).
• Receive, sort, and distribute daily mail/deliveries.
• Perform basic bookkeeping, filing, and clerical duties.
• Prepare meeting rooms and keep them organized.
• Assist colleagues with administrative tasks.

 

Qualifications

• Proven experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment (e.g., fax machines and printers).
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.
• High school degree; additional certification in Office Management is a plus.

 

Benefits

• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Reception Desk Helper
• Work Environment: Office setting, primarily at the front desk. This position typically requires sitting for extended periods.
• Reporting Structure: Reports to the Front Office Manager or Administrative Supervisor.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $28,000 minimum to $40,000 maximum
• Location: [City, State] (specify the location)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Reception Desk Helper Do?

A Reception Desk Helper, also known as a Receptionist, is typically the first point of contact for anyone entering a company or organization.

They are often stationed at the front desk, and their primary role is to provide customer service and administrative support.

They greet and welcome guests as soon as they arrive at the office, directing visitors to the appropriate person and office.

They also answer, screen, and forward incoming phone calls ensuring all reception desk responsibilities are completed accurately and delivered with high quality and in a timely manner.

Other duties include receiving, sorting and distributing daily mail or deliveries and maintaining office security by following safety procedures and controlling access via the reception desk (monitoring logbook, issuing visitor badges).

A Reception Desk Helper may also schedule meetings, appointments, and maintain updated records of office expenses and costs.

They are responsible for keeping the reception area tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures).

Furthermore, they may also perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.

They are an essential part of the organization and play a crucial role in the smooth running of daily operations.

 

Reception Desk Helper Qualifications and Skills

A proficient Reception Desk Helper should have the skills and qualifications that complement your job requirements, such as:

• Exceptional communication skills for articulating information effectively over the phone and in person to guests, staff, and vendors.
• Great multitasking abilities to manage multiple tasks at once such as answering calls, scheduling appointments, and assisting guests.
• Strong customer service skills for dealing with all types of customers and ensuring their satisfaction and comfort.
• Excellent organizational skills for managing files, records, and documents in a systematic and orderly manner.
• Good computer literacy to use various software such as Microsoft Office Suite and any industry-specific software.
• Strong problem-solving skills to identify and swiftly resolve any issues that guests or staff may face.
• Interpersonal skills to build strong working relationships with team members, vendors, and guests.
• Understanding of basic office operations and procedures, including using office equipment such as fax machines and printers.

 

Reception Desk Helper Experience Requirements

Entry-level Reception Desk Helpers may have less than a year of experience, typically gained through part-time roles or internships in customer service or office administration.

They may also have experience in roles such as Call Center Agent, Customer Service Representative, or Office Assistant.

Candidates with 1 to 2 years of experience often hone their skills in managing phone calls, scheduling appointments, and coordinating communication in entry-level Receptionist or Front Desk Assistant roles.

Those with more than 3 years of experience usually possess advanced organizational skills, the ability to manage a busy reception area, and experience handling complex administrative tasks.

They may also have some experience in supervising junior staff members, making them suitable for senior Receptionist or Front Desk Manager positions.

Candidates with extensive experience in the role are often familiar with using different types of office software, handling sensitive information, and providing excellent customer service.

This makes them great candidates for roles that require multitasking, discretion, and a high level of customer interaction.

 

Reception Desk Helper Education and Training Requirements

Reception Desk Helpers typically possess a high school diploma or equivalent.

Experience in customer service is often preferred, as the role often involves dealing with clients and visitors face to face or over the phone.

Whilst no specific further education is typically required, candidates may benefit from coursework or a diploma in business administration, communication, or a related field.

Knowledge of office software like Microsoft Office Suite and proficiency with office equipment such as telephones and photocopiers is typically expected.

Some employers may require Reception Desk Helpers to have prior experience using specific scheduling or database software.

In addition to formal education and training, Reception Desk Helpers should possess strong interpersonal skills, be detail-oriented, and have the ability to multitask.

Continuous on-the-job training is typically provided to help Reception Desk Helpers stay updated with the latest office procedures and technologies.

While not mandatory, certifications like Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) can demonstrate a candidate’s dedication to the field and proficiency in relevant skills.

 

Reception Desk Helper Salary Expectations

A Reception Desk Helper typically earns an average wage of $14.16 (USD) per hour.

However, actual earnings can vary based on factors such as experience, the specific location of employment, and the company that they work for.

 

Reception Desk Helper Job Description FAQs

What skills does a Reception Desk Helper need?

A Reception Desk Helper should possess excellent communication skills as they have to interact with various people throughout the day.

They should be skilled in customer service and display a friendly and welcoming demeanor.

Good organizational skills, basic computer proficiency, and the ability to handle multiple tasks concurrently are also required.

Knowledge of office equipment such as fax machines and printers is a plus.

 

Do Reception Desk Helpers need a degree?

A degree is not a requirement for a Reception Desk Helper, but a high school diploma or equivalent is usually expected.

Some organizations may prefer candidates with an associate’s or bachelor’s degree in a related field.

Additional training in office management or customer service can be an added advantage.

 

What should you look for in a Reception Desk Helper resume?

A good Reception Desk Helper resume should show experience in a similar role, where the candidate has gained skills in customer service, communication, and basic office tasks.

Any experience with reception software or office machinery should be highlighted.

Also, look for signs of reliability, team collaboration and multitasking capabilities in their previous roles.

 

What qualities make a good Reception Desk Helper?

A good Reception Desk Helper is friendly, approachable, and professional.

They must have excellent communication skills, both verbal and written, and be able to handle stressful situations with grace.

Being punctual, reliable, and able to manage time efficiently is also important.

Attention to detail, problem-solving abilities, and a positive attitude can make a Reception Desk Helper particularly effective in their role.

 

Is it challenging to hire a Reception Desk Helper?

The challenge in hiring a Reception Desk Helper lies in finding a candidate who can handle the pressures of a busy front desk while maintaining a welcoming and professional demeanor.

Candidates with the right mix of customer service skills, multitasking abilities, and office management experience may not be easy to find, but they are out there.

Offering competitive pay, a comfortable work environment, and opportunities for advancement can help attract top candidates.

 

Conclusion

And there you have it.

Today, we’ve illuminated the essential role of a reception desk helper.

And you know what?

It’s not just about answering phone calls.

It’s about being the face and voice of a company, one interaction at a time.

With our ready-to-use reception desk helper job description template and real-world examples, you’re perfectly equipped to make your next move.

But why limit yourself?

Explore further with our job description generator. It’s your ideal tool for creating precise job listings or fine-tuning your resume to perfection.

Remember:

Every interaction is an opportunity to make a lasting impression.

Let’s make that impression. Together.

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