Receptionist at Local Organizations Job Description [Updated for 2025]

In the fast-paced world of business and services, the role of receptionists at local organizations has never been more vital.

As the face of the organization, and with each interaction, the need for skilled individuals who can manage, communicate, and navigate our daily operations intensifies.

But let’s delve deeper: What’s truly expected from a receptionist at local organizations?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply intrigued by the essential role of a receptionist,

You’re in the right place.

Today, we present a customizable receptionist job description template, designed for easy posting on job boards or career sites.

Let’s dive right into it.

Receptionist at Local Organizations Duties and Responsibilities

Receptionists at local organizations perform a range of administrative tasks and act as the initial point of contact for visitors, clients, and employees.

They are primarily responsible for maintaining the organization’s professional image by facilitating smooth communication and operations.

The daily duties and responsibilities of a Receptionist at local organizations include:

• Greeting visitors and directing them to the appropriate person or department
• Answering incoming phone calls and routing them to the appropriate party
• Receiving, sorting, and distributing daily mail and deliveries
• Scheduling appointments and updating calendar for staff members
• Maintaining an organized and welcoming reception area
• Performing administrative tasks such as filing, photocopying, transcribing, and faxing
• Assisting in the preparation of regularly scheduled reports
• Managing inventory of office supplies and ordering new supplies as needed
• Providing excellent customer service and handling complaints in a professional manner
• Maintaining security by following procedures and controlling access via the reception desk

 

Receptionist at Local Organizations Job Description Template

Job Brief

We are searching for a friendly and professional receptionist to join our local organization.

The Receptionist will be the first point of contact for our company.

Receptionist responsibilities include offering administrative support across the organization, welcoming guests and greeting people who visit the organization, coordinating front-desk activities, including distributing correspondence and redirecting phone calls.

Our ideal candidates have a professional appearance, excellent organizational skills and love interacting with people.

 

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• 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
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Order front office supplies and keep inventory of stock
• Arrange travel and accommodations, and prepare vouchers
• Update calendars and schedule meetings
• Keep updated records of office expenses and costs

 

Qualifications

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Professional attitude and appearance
• 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

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Receptionist
• Work Environment: Office setting. Occasional local travel may be required for errands.
• Reporting Structure: Reports to the Office Manager or Administration Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $24,000 minimum to $35,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• 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 Receptionist at Local Organizations Do?

Receptionists at local organizations are the first point of contact for visitors and clients.

They work on the front lines of office operations and are typically the first people clients, vendors, or other individuals interact with.

They answer, screen, and forward incoming phone calls, ensuring that enquiries are handled correctly and efficiently.

They may also handle basic inquiries and provide information directly to the public or via telephone and email.

Receptionists are also responsible for receiving and sorting daily mail/deliveries/couriers.

This includes forwarding mail to the appropriate department or individual, or notifying them of deliveries.

They maintain security by following procedures and controlling access to the organization, typically through a reception desk.

For example, they might monitor a visitor logbook or issue visitor badges.

Receptionists also perform administrative duties such as filing, photocopying, transcribing, and faxing.

They might be responsible for managing the scheduling of meeting rooms or resources, and sometimes handle travel arrangements for staff.

Their role often involves assisting other administrative staff with office organization, as well as general clerical duties.

They may also be involved in organizing office events or functions.

Receptionists play a critical role in maintaining a professional, welcoming, and organized office environment.

 

Receptionist at Local Organizations Qualifications and Skills

A competent Receptionist at a local organization should possess a unique mix of hard and soft skills to effectively handle the demands of the role, which include:

• Excellent communication skills both verbal and written, to interact effectively with clients and staff members.
• Strong customer service skills to deliver high-quality service, manage complaints and provide accurate information to guests.
• Proficient in the use of office software like Microsoft Word, Excel, and Outlook as well as ability to operate standard office equipment.
• Superior organizational skills to handle various administrative tasks like managing appointments, coordinating meetings, and maintaining records.
• Problem-solving skills to address and resolve any issues that visitors may have.
• Ability to multitask and prioritize tasks according to their urgency.
• Professional appearance and courteous manner to represent the organization positively.
• Being detail-oriented to ensure all information is accurately captured and communicated.
• Basic bookkeeping knowledge may be necessary for managing invoices and payments.

 

Receptionist at Local Organizations Experience Requirements

Entry-level candidates for the role of receptionist at local organizations may have 1 to 2 years of experience, often gained through part-time roles or internships in administrative or customer service positions.

These professionals may also gain valuable experience in roles such as office assistant, customer service representative, or administrative assistant.

Candidates with more than 2 years of experience are often familiar with administrative tasks such as managing schedules, answering phone calls, greeting clients, and handling paperwork.

They may have developed their interpersonal and communication skills in previous receptionist or administrative roles.

Those with more than 5 years of experience are often proficient in more complex tasks such as managing databases, coordinating events, or dealing with challenging customer service situations.

They may have had experience in managing small teams or overseeing other administrative staff.

In all cases, experience with office software, such as Microsoft Office Suite, and knowledge of general office procedures are valuable.

Furthermore, knowledge specific to the type of local organization, such as legal or medical terminology for a law firm or medical office, can be beneficial.

 

Receptionist at Local Organizations Education and Training Requirements

A Receptionist at local organizations typically requires a high school diploma or equivalent education.

They should have a good understanding of administrative and clerical procedures, including using phone systems, copiers, and printers.

Knowledge of computers and relevant software applications, such as Microsoft Office Suite, is also important.

Receptionists must possess strong interpersonal and communication skills as they are often the first point of contact between the organization and the public.

Therefore, customer service training can also be beneficial.

While not strictly required, some organizations may prefer candidates with a certification in office administration or a related field.

This can demonstrate a candidate’s dedication and preparedness for the role.

Additionally, some positions may require receptionists to have basic knowledge of the industry or field in which the organization operates.

For example, a receptionist at a medical office may need to understand basic medical terminology.

Prior experience in a customer service role is often preferred but not always required.

This can be obtained through part-time jobs, internships, or volunteer positions.

Continuing education and training to keep up-to-date with technology changes and industry trends can also be beneficial for career advancement.

 

Receptionist at Local Organizations Salary Expectations

A Receptionist at Local Organizations earns an average salary of $30,000 (USD) per year.

This salary may vary based on factors such as experience level, the size and funding of the organization, and the geographic location.

 

Receptionist at Local Organizations Job Description FAQs

What skills does a Receptionist at Local Organizations need?

Receptionists need to have strong communication and interpersonal skills to interact with different people daily.

They also need to be organized and have the ability to multitask as they often handle various administrative duties concurrently.

Basic knowledge of computer systems and office equipment, such as printers and fax machines, is also crucial.

Good problem-solving abilities and customer service skills are also needed in this role.

 

Do Receptionists at Local Organizations need a degree?

While it’s not always necessary for a receptionist to have a degree, some organizations may prefer candidates with a degree or diploma in business administration or a related field.

However, most organizations focus more on relevant experience and the necessary skill set, including proficiency in customer service and office management.

 

What should you look for in a Receptionist’s resume?

When reviewing a receptionist’s resume, pay attention to their experience in administrative roles.

This could include handling phone calls, responding to emails, scheduling appointments, and providing customer service.

Proficiency in office management software, such as Microsoft Office, is also a valuable skill.

Additionally, check for evidence of strong communication skills and a proactive attitude.

 

What qualities make a good Receptionist at Local Organizations?

A good receptionist is friendly and has a welcoming demeanor as they are often the first point of contact for visitors.

They need to be efficient, organized, and able to prioritize tasks.

Receptionists should also have excellent customer service skills and the ability to handle difficult situations with tact and diplomacy.

 

What are the daily duties of a Receptionist at Local Organizations?

A receptionist’s typical day involves answering and directing phone calls, greeting visitors, scheduling appointments, and handling mail and deliveries.

They also provide administrative support, such as typing, filing, photocopying, and maintaining records.

Receptionists may also assist with event planning or other organizational activities.

Some receptionists might also have to handle basic bookkeeping tasks.

 

Conclusion

And so, we’ve demystified what it truly entails to be a receptionist at local organizations.

Guess what?

It’s not just about answering phone calls.

It’s about being the face and voice of the organization, ensuring smooth operations with your excellent organizational and people skills.

With our ultimate receptionist job description template and real-life examples, you’re well on your way to making that leap.

But why stop here?

Go beyond with our job description generator. It’s your next step to creating well-rounded job listings or perfecting your resume to shine.

Remember:

Every interaction is a piece of the bigger puzzle.

Let’s create that welcoming environment. Together.

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