Front desk receptionists usually act as gatekeepers for an office. They allow access to other employees, answer phones, transfer calls, schedule appointments, answer questions, give directions and manage the flow of traffic in the office. It is the front desk receptionist who greets anyone who enters the building.
As you create your front desk receptionist job description, you need to make sure it is clear that a friendly attitude is an essential quality an applicant must have. Receptionists should also be organized and find it easy to communicate clearly. They also need to be familiar with office equipment and procedures.
A front desk receptionist should also have a professional appearance and demeanor. When creating your front desk receptionist job description, you can use the following example as a guide.
Front Desk Receptionist Job Summary
We are looking for a professional with a friendly attitude and the ability to multitask to serve as our company’s front desk receptionist. In this position, you will greet guests entering the building and help direct them where they need to go. In addition, you’ll be responsible for answering and managing the phones. We are a large company with multiple offices in the building, and the job can be fast paced with little downtime. You will work a set schedule that’s free of weekend and evening hours. We also offer great benefits and vacation time from the moment you start working. We pride ourselves on providing a safe and welcoming atmosphere. If you enjoy people and are committed to doing excellent work, then we want to hear from you.
* Greet people entering the building, answering any questions, providing directions and alerting staff when someone is there to meet or visit them
* Answer a multiple line phone system, manage calls by routing them to the proper extensions or taking messages and delivering them within our message system along with setting up conference calls as requested
* Manage the building log of who is entering and exiting the building
* Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup
* Serve as the face of the company, offering friendly service to those entering the building or calling in on the phone
* Maintain the reception area, keeping it clean and free of clutter
* Assist new applicants who come into the building to apply for positions, including providing them with applications, pens and clipboards along with any reference material they may need, such as telephone directories or Wi-Fi passwords
* Handle filing and data entry as requested
Job Skills & Qualifications
* High school diploma or GED
* At least two years of training or experience in customer service and office work
* Computer proficiency
* Strong verbal and written communication skills
* Ability to work independently
* College degree in business administration
Front Desk Receptionist Job Responsibilities
When writing a job description, you need to make the job responsibilities section the largest and most detailed part. Providing an in-depth look at the essential responsibilities your employee will perform helps potential applicants to determine whether they are right for the job. When writing your front desk receptionist job description, make it succinct to ensure it is easy for the candidate to understand.
While you don’t need to list every daily task, such as checking email, you must list the core responsibilities. Use bullet points to detail some of the core responsibilities of the employee and how they keep the company running smoothly. Order the tasks according to which one is most important. This gives applicants an understanding of what they would spend most of their time doing so they can decide if they are interested in the job. Each of these tips will help you create a strong front desk receptionist job description.
When writing, consider these typical front desk receptionist job responsibilities:
- Operate a multi-line system to answer calls, transfer calls, provide information, schedule appointments and take messages as needed
- Greet walk-in clients and make sure they are comfortable while they wait for their scheduled appointment
- Maintain a copy of the director’s schedule and make, adjust or cancel appointments when necessary
- Perform administrative tasks as needed, including proofreading, transcription and creating invoices
Front Desk Receptionist Job Specifications
Although it may seem like the job specifications are the easiest part to write, the truth is you need to pay special attention to writing the skills and qualifications part of your front desk receptionist job description. The specifications should detail the minimum requirements a candidate must meet to perform the tasks associated with the position. Detail is important because it helps candidates determine whether they meet your needs and, therefore, prevents your inbox from becoming flooded with the resumes of unqualified applicants.
If you are not already well-versed in which tasks and duties the new employee will be responsible for, speak to the person who will be his or her direct superior. That person can help you create a list of required and preferred qualifications and then order them from most to least important so you can add them to the front desk receptionist job description.
This list of front desk receptionist job specifications can help you get an idea of what to include:
- Must have a high school diploma or G.E.D.
- Excellent written and oral communication skills required
- Applicant should be highly organized and detail-oriented
- Experience using a multi-line phone system preferred
- Knowledge of Microsoft Office a plus