How to be a good Receptionist
Table of Contents
A receptionist is the glue to an office that greets and holds the customers, meets their requirements, and satisfies them. The receptionist’s job is very answerable. The receptionist’s job comprises a heavy mix of working with the public and among internal staff. The job of a receptionist takes the administrative position, too.
It usually does his/ her job in an area where people visit the first, such as a lobby or front office desk of an organization or business. Receptionists are responsible for greeting visitors, routing calls, including maintaining office supplies. They also have to track and organize mail, produce and send internal memos and take part in meetings. Besides, there are many other crucial responsibilities of a receptionist for the organization. Due to these many responsibilities, the receptionist’s job requires many formal and informal qualifications and skills for excellency in the job. We will discuss them later, and for now, let’s talk about the duties and assignments of a receptionist.
What does a Receptionist Do? – Apply Now
As mentioned earlier, a receptionist greet welcomes, and directs guests and visitors in person as well as on the phone. It is so because this job is the first person to be heard, or seen while contacting an organization.
Whenever you call a hotel, hospital, or any organization, firstly, the person who receives your call is a receptionist. Also, when you visit those places, you go to the reception desk for help. Sometimes, it is also called the help desk.
It is also necessary for the organization that you (i.e. customer) be attracted to the organization in the first meeting. There is a famous English proof that ‘The first impression is the last impression.’. The receptionist at the desk makes the first impression on the customer. So, as a receptionist, you must be a good representation of the organization. Having a good and positive personality, being neat and organized, and owning a friendly phone demeanor are necessities for the job of the receptionist.
A receptionist must answer inquiries from the public and route calls to the appropriate staff. He/ She should properly analyze and identify the problem and complaints of customers and route them to the appropriate person in the employee gang.
A receptionist updates appointment calendars, and schedules meetings, and appointments for staff. Also, they receive mail and packages, sort, organize, and distribute them appropriately. Besides, monitoring and maintaining office equipment are the side roles of a receptionist.
A receptionist, also orders and organize food, and beverages for meetings, and take notes during meetings. He/ she must also be aware of staff movements in and out of the office, and notify appropriate parties when staff members are out sick.
These are the crucial duties of a receptionist. Besides, a receptionist gives administrative, clerical, and secretarial support. They have to answer phone calls, receive visitors as well as manage office and stationery supplies. Clerical support includes tasks such as payroll audits and increments along with internal paper works. These are also the responsibilities of a receptionist.
A receptionist also looks after memberships, fee collections, and Bank work along with appointments and cancellations.
Moreover, nowadays, in many offices, and city malls receptionists are employed to look over customers in lobbies, stores, and shops.
To become a receptionist, the candidate has to have a high school diploma. Though the qualification required for a receptionist is less compared to other jobs, the range of responsibilities and duties is more than any other employee! While some areas of operation may require more qualifications, such as a receptionist in a hospital, it is otherwise a post that doesn’t demand many certificates.
However, the duties and responsibilities rely on the size of the organization you work in. Some small organizations and hotels give fewer responsibilities. Nevertheless, big organizations may end up with more responsibilities that may require greater efforts.
Receptionist Essential Skills
Now coming to the skills required to be a receptionist, there are many skills you ought to own. Some skills are communication, organizational, and interpersonal skills. We have explained to them as follows:
It is holding the responsibility of maintaining sound relationships with clients, partners, and customers. That is why one must have high-grade communication skills as a receptionist.
Additionally, a receptionist is the front line of communication with the public. Hence, warm, confident, and powerful communication skills are compelling on various pulpits. This entails the ability to manage complicated conversations, handle a fast-paced atmosphere, and maintain composure with various characters.
A receptionist must ensure that the office works smoothly. The receptionist must look over meetings, schedules, and employee truancies. They should stay on top of office events, maintain up-to-date schedules and appointments, and make sure office supplies are appropriately stocked.
Reception needs to own sound relationships among all employees. This enables a receptionist to be able to handle office politics, distinct personality types, and maintain communication affinities within the staff, which is very important.
Qualification and training required for a receptionist
Owning a college degree is valuable in becoming a receptionist. The receptionist job specification covers approved courses, although they are not obligatory. However, more prominent than education are experiences and technical certifications.
The number of years of experience in various size companies is a major qualification in getting or advancing in a receptionist career. Having years of expertise in a large company will manifest in the ability to work with a broad range of tenants, visitors, and employees.
In interpreting the job of a receptionist, it is necessary to mark that the essential factors for the job are expertise, personality, professional, and technical abilities. Because the receptionist is the initial point of touch for the public’s interaction with a business, firm, or organization, it is important to have superior communication skills.
Communicating in-person, by phone, by email, and online means are necessary perspectives of winning as a receptionist. Moreover, acquiring techno-scientific certifications may present a way to advance to other positions within an organization. Also, certifications can be a boulevard for receptionist positions in other industries as well.
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