Receptionist: What is the cost of hiring?

Why hire a receptionist?

A receptionist is responsible for managing front desk operations, greeting visitors and handling administrative tasks in corporate and customer-facing environments. They ensure smooth communication, create positive first impressions and maintain organization within the workplace.

Contributions of a great receptionist:

• manages front desk duties efficiently, ensuring seamless visitor experiences
• enhances internal and external communication through prompt call and message handling
• supports organizational tasks, improving overall workplace productivity

Deciding between a full-time vs freelance receptionist

When deciding between hiring a full-time receptionist or a freelance or temporary one, consider the specific needs of your business. A freelance receptionist might be ideal for short-term needs, such as covering peak business periods, managing occasional events, or filling in during staff absences. This option provides flexibility without the commitment of ongoing employment.

However, a full-time receptionist may be a better fit if your business relies on consistent administrative support, daily front desk management, or regular client interactions. A permanent employee can offer stability, develop a stronger understanding of your business operations, and create better relationships with clients and staff over time.

What are the different types of receptionists?

Receptionists can specialize in various roles depending on their skills, workplace, and the type of tasks they manage. Each role ensures smooth communication, excellent visitor experiences, and efficient administrative operations. Some receptionists focus on greeting clients and managing schedules, while others specialize in handling phone systems or supporting specific industries. Roles can also vary in seniority, with some requiring extensive organizational expertise and others concentrating on customer interaction.

Common receptionist roles include:

• Front desk receptionist: Manages visitor check-ins, schedules appointments, and provides information to clients or guests.
• Medical receptionist: Works in healthcare settings, coordinating patient appointments, maintaining records, and managing billing inquiries.
• Corporate receptionist: Operates in professional offices, directing calls, managing meeting rooms, and assisting with office administration.
• Virtual receptionist: Provides remote support by answering calls, scheduling, and offering customer service for businesses operating online or remotely.
• Hotel receptionist: Handles guest check-ins and check-outs, manages bookings, and addresses guest inquiries for accommodations.

Where to find receptionists

To find the right receptionist for your business, consider trying out a few different recruiting strategies:

• Career fairs: Events hosted by local colleges or community organizations can connect you with skilled receptionists seeking new opportunities.
• Industry associations: Groups like the Association of Administrative Professionals (AAP) offer resources and networking opportunities to find qualified receptionists.
• Vocational schools: Programs at institutions like Ontario’s Centennial College and SAIT (the Southern Alberta Institute of Technology) produce graduates with administrative and customer service skills training.
• Internal promotions: Consider advancing current employees, such as administrative assistants, into receptionist roles for a seamless transition.

Post your job online: Try posting your receptionist job on Indeed to find and attract quality receptionist candidates.

Skills to look for in a great receptionist

A great receptionist candidate will have the following skills and attributes as well as work experience that reflects:

• Communication: Clearly conveys information, answers inquiries, and interacts professionally with clients and staff.
• Organization: Efficiently handles scheduling, record keeping, and multitasking without compromising accuracy.
• Customer service: Provides friendly and welcoming support to visitors, ensuring a positive impression of the organization.
• Adaptability: Adjusts to changing priorities and manages unexpected tasks or challenges effectively.
• Technological proficiency: Familiarity with office software, phone systems, and scheduling tools to streamline operations.
• Attention to detail: Ensures accuracy in admin tasks, such as managing records or coordinating appointments.

Writing a receptionist job description

A thoughtful description is important for finding qualified receptionist candidates. A receptionist job description includes a compelling summary of the role, a detailed list of duties and responsibilities, and the required and preferred skills for the position.

When writing your receptionist job description, consider including some or all of the following keywords to improve the visibility of your job posting. These are the most popular search terms leading to clicks on receptionist jobs, according to Indeed data:

• receptionist
• customer service
• front desk
• office assistant
• front desk receptionist
• medical office assistant
• administrative
• medical receptionist
• assistant
• réceptionniste

Interviewing receptionist candidates

Strong candidates for receptionist positions will be confident answering questions regarding:

• experience managing front desk operations and administrative tasks
• ability to handle multiple responsibilities and prioritize effectively
• communication skills and providing excellent customer service
• familiarity with office software, phone systems, and scheduling tools
• problem solving and adapting to unexpected challenges or situations

Need help coming up with interview questions? See our list of receptionist interview questions for examples (with sample answers).