Receptionist Job Description [Updated for 2025]

In the modern business world, the role of receptionists has never been more crucial.

As the face of the organization, they are the first point of contact, setting the tone for each visitor’s experience.

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

Whether you are:

• A job seeker trying to understand the essence of this role,
• A hiring manager outlining the ideal candidate,
• Or simply intrigued by the dynamics of reception work,

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 in.

Receptionist Duties and Responsibilities

Receptionists are often the first point of contact in an organization, playing a key role in creating a welcoming environment and offering administrative support across the organization.

They often have the following duties and responsibilities:

• Greet visitors and clients in a warm and professional manner
• Answer, screen, and forward incoming phone calls
• Provide accurate information in-person and via phone/email
• Receive, sort, and distribute daily mail and deliveries
• Schedule appointments and update calendar
• Maintain office security by following safety procedures and controlling access via the reception desk
• Perform various clerical duties such as filing, photocopying, and faxing documents
• Maintain cleanliness and orderliness of the reception area
• Order front office supplies and keep inventory of stock
• Assist colleagues with administrative tasks as needed

 

Receptionist Job Description Template

Job Brief

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

As a Receptionist, you will be the first point of contact for our company.

Receptionist responsibilities include greeting and welcoming guests as soon as they arrive at the office, directing visitors to the appropriate person and office, answering, screening and forwarding incoming phone calls and ensuring reception area is tidy and presentable.

Our ideal candidates have solid communication skills both in person and over the phone, with the ability to be resourceful and proactive when issues arise.

Ultimately, the Receptionist’s role is to offer administrative support across the organization and ensure the smooth running of the daily operations of the office.

 

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
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk
• Order front office supplies and keep inventory of stock
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

 

Qualifications

• Proven work 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)
• 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
• High school degree; additional certification in Office Management is a plus

 

Benefits

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

 

Additional Information

• Job Title: Receptionist
• Work Environment: Office setting. Must be comfortable with a high volume of phone calls and face-to-face interactions.
• Reporting Structure: Reports to the Office Manager or Administrative Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $25,000 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 Do?

A Receptionist typically works at the front desk of a business or organization, acting as the first point of contact for visitors, clients or customers.

They greet and welcome guests as soon as they arrive at the office and direct them to the appropriate department or individual.

They also handle incoming phone calls, take messages, and in some cases, answer customer inquiries.

Receptionists are often responsible for administrative tasks such as scheduling appointments, managing mail and courier deliveries, and maintaining records of visitors.

They also handle the distribution of identification badges or visitor passes when necessary.

In addition, they may provide basic information about the organization and its services to customers or visitors.

They may also handle other tasks such as ordering office supplies or coordinating maintenance services.

Receptionists play a critical role in shaping a visitor’s first impression of a company, so they need to maintain a professional appearance, have excellent communication skills, and provide excellent customer service.

 

Receptionist Qualifications and Skills

A competent receptionist should possess a range of skills and qualifications, such as:

• Strong verbal communication skills to interact with clients, visitors, and staff in a professional and courteous manner.
• Excellent organizational skills to manage a variety of tasks simultaneously, including appointment scheduling, message taking, and documentation.
• Proficiency in using office equipment like telephones, photocopiers, and computers.
• Knowledge of office software like Microsoft Office for word processing, email management, and data entry.
• Strong customer service skills to provide a welcoming and positive experience for all visitors and clients.
• Ability to maintain privacy and confidentiality, particularly when handling sensitive information.
• Problem-solving skills to address common issues like scheduling conflicts or communication mishaps.
• Punctuality and reliability, as the receptionist is often the first point of contact for visitors and clients.

 

Receptionist Experience Requirements

Entry-level candidates for receptionist roles often require a high school diploma or equivalent, and many employers provide on-the-job training.

However, having some previous experience in a customer service role can be beneficial.

This may come from part-time roles, internships, or even volunteer work that involved dealing with the public and providing customer service.

Candidates with 1 to 2 years of experience typically have the advantage of having dealt with various situations in a receptionist role, including managing phone lines, greeting and directing visitors, scheduling appointments, and performing basic administrative tasks.

They might have gained experience in sectors such as hospitality, healthcare, or business services.

Those with more than 3 years of experience are usually expected to have developed advanced administrative skills, including the use of office software applications, and may have experience in roles requiring more responsibility, such as office manager or executive assistant.

Receptionists with more than 5 years of experience often have a proven track record of managing complex administrative tasks and providing exceptional customer service.

They may also have experience training and supervising less experienced staff and could be ready for a managerial role within administration or customer service.

 

Receptionist Education and Training Requirements

Receptionists typically require a high school diploma or its equivalent as a basic educational requirement.

In addition to this, specific vocational training in office skills may be beneficial, including courses that cover office administration, computer literacy, and customer service.

While not always required, some employers may prefer candidates with a certificate or associate degree in a related field such as business administration or hospitality management.

Receptionists are expected to have strong communication skills, both written and verbal, as they are often the first point of contact for clients or customers.

They also need to be proficient in various office software such as Microsoft Office.

Furthermore, some receptionists, especially those in the medical or legal fields, may need knowledge specific to that industry.

This can be achieved through on-the-job training or additional courses.

Voluntary certification can be pursued to demonstrate professional commitment and increase employment opportunities.

For example, the International Association of Administrative Professionals offers a Certified Administrative Professional (CAP) credential.

Continuing education and training are also important, as receptionists often need to stay updated with the latest customer service trends, technology, and industry-specific knowledge.

 

Receptionist Salary Expectations

A receptionist can expect to make an average of $14.45 (USD) per hour.

The exact salary can fluctuate based on experience, the size and type of the company, and the cost of living in the job location.

 

Receptionist Job Description FAQs

What skills does a receptionist need?

Receptionists should possess excellent communication and interpersonal skills as they are usually the first point of contact for customers or clients.

They need to have strong organizational skills and be adept at multi-tasking as they are often required to handle several tasks simultaneously, such as answering phones, scheduling appointments, and greeting guests.

Basic computer skills are also important, as they may need to use office software or databases.

 

Do receptionists need a degree?

While a degree is not typically required for a receptionist role, having a high school diploma or equivalent is usually necessary.

Any courses or degrees in office administration or related fields can be beneficial.

Receptionists may also gain professional certification from organizations like the International Association of Administrative Professionals to enhance their skills and employability.

 

What should you look for in a receptionist resume?

When reviewing a receptionist resume, look for previous experience in customer service roles, as this indicates they have the interpersonal skills necessary to interact with clients or customers.

Check for evidence of organizational and multitasking skills, such as managing schedules or handling multiple phone lines.

Proficiency in office software such as Microsoft Office or scheduling software is also a plus.

 

What qualities make a good receptionist?

A good receptionist is friendly, approachable, and helpful, as they are the face of the organization.

They should also be professional and reliable, as they are often responsible for important tasks such as scheduling meetings or managing correspondence.

A good receptionist should also have the ability to stay calm and efficient under pressure, as the role can often be fast-paced and demanding.

 

What are the daily duties of a receptionist?

Typical daily duties of a receptionist include answering and directing phone calls, greeting visitors, scheduling appointments, and handling administrative tasks such as filing, typing, or maintaining records.

They might also be responsible for managing the reception area and ensuring it presents a positive image of the company.

Receptionists often serve as a liaison between various departments within the organization, and may also assist with additional tasks as needed.

 

Conclusion

And there you have it.

Today, we’ve unveiled the realities and intricacies of being a receptionist.

Guess what?

It’s not just about answering phones.

It’s about being the welcoming face and main point of contact for visitors, all while keeping the office running smoothly.

With our essential receptionist job description template and real-life examples, you’re ready to take the next step.

But why stop there?

Venture further with our job description generator. It’s your definitive tool for creating precise job listings or refining your resume to perfection.

Remember:

Every interaction counts towards the overall impression of the company.

Let’s create that impression. Together.

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