What does a Desk Receptionist do?
Published 4 min read
A desk receptionist is the first point of contact for visitors to a business. They are responsible for greeting visitors, answering phones, and directing traffic. Desk receptionists may also be responsible for handling mail and other correspondence.
Desk Receptionist job duties include:
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
- Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
- Complete forms in accordance with company procedures.
- Receive, sort, and distribute incoming mail.
- Open, read, route, and distribute department mail.
- Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
- Compile data and prepare reports.
- Update job knowledge by studying new job descriptions; participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
- Perform other clerical duties as assigned, such as ordering supplies and scheduling appointments.
Desk Receptionist Job Requirements
Most desk receptionists have at least a high school diploma, although some jobs may require postsecondary education, such as an associate's degree in office administration or a related field. Certification is not typically required, but completing a professional certification program can give job seekers an edge in the hiring process. Many employers prefer candidates with previous experience working in an office setting, handling customer service inquiries, and managing scheduling and appointments.
Desk Receptionist Skills
- Answering phones
- Greeting guests
- Scheduling appointments
- Taking messages
- Transferring calls
- Maintaining a clean reception area
- Providing basic information to guests
- Signing for packages and deliveries
- Maintaining security by following procedures
- Reporting any suspicious behavior to management
- Adhering to company policies and procedures
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How to become a Desk Receptionist
A desk receptionist is the first point of contact for many businesses and organizations. They are responsible for greeting visitors, answering phones, and providing general information to the public. If you are interested in becoming a desk receptionist, there are a few things you should keep in mind.
First, it is important to be friendly and personable. As the face of the organization, you will be interacting with a lot of different people on a daily basis. It is important to be able to put people at ease and make them feel welcome.
Second, you should have excellent communication skills. You will need to be able to effectively communicate with both co-workers and the public. This includes being able to listen carefully and answer questions clearly.
Third, you should be organized and detail-oriented. Desk receptionists are responsible for keeping track of a lot of different information. This means being able to stay organized and pay attention to detail.
Fourth, you should have basic computer skills. Many businesses now use computers for a variety of tasks, so it is important to be able to use them effectively. This includes being able to type quickly and navigate different software programs.
Finally, it is important to be flexible and adaptable. The job of a desk receptionist can be unpredictable at times. There may be last-minute changes or unexpected visitors. Being able to handle these situations in a calm and professional manner is key to being successful in this role.
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