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Receptionist Job Description: Top Duties and Qualifications

A Receptionist, or Telereceptionist, is someone who acts as the first point of contact for employees or clients in a company. The role of a Receptionist is to create a welcoming environment for the organization, its clients, and guests.

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What does a Receptionist do? 

The role of a Receptionist is to help a company present their brand in a positive and pleasant way to clients, employees, and customers. In large organizations, there may be multiple Receptionists for different divisions. In a small company, the role of a Receptionist could overlap with an Administrative Assistant.

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Receptionist Job Description Examples:

Example 1

Quay Pacific Property Management Ltd. is a locally owned and operated company that has provided property management services to the lower mainland for over 20 years. We believe in opportunities for personal and professional development, and we emphasize education and mentorship in our staff. Making a positive difference in the lives of our staff and continually striving for excellence and self-improvement are just a few of our �Quay� values.

We are seeking a dedicated and mature Full-Time Receptionistfor our New Westminster office location who will contribute to our commitment to excellence in property management.

The ideal candidate will be able to proficiently provide clerical and AP support to ensure efficient operations at the office. This individual will also be handling reception duties and work the 'front of the house' by providing excellent customer service and creating a welcoming environment, as well as accept payments at the front desk. Our ideal candidate is a reliable individual who works with integrity and is resourceful problem solver. Must be comfortable in a fast-paced work environment.

Duties TO Include BUT NOT Limited TO:

  • Greeting customers at the front desk;
  • Answering incoming calls; directing calls to the appropriate staff; answering general inquiries (telephone, e-mail, walk-in)
  • AP process - including Matching, Printing, Scanning & Filing unpaid invoices
  • General Office Duties � Distribute and file financial statements, create & distribute general notices and letters to clients, basic website maintenance, and other day-to-day tasks.
  • Clerical Duties � Accept payments at the front desk, follow-up and liaise between Staff, Trades, and/or Clients
  • Data Entry � Entering basic account information into a property management software, updating various databases of information
  • Filing � Hardcopy filing, scanning & electronic filing of electronic documents and financial statements
  • Use & Maintenance of Office Equipment � Telephone system, photocopiers, scanners, fax, postage machine, PC (Windows).

    THE Applicant MUST MEET THE Following Criteria:

  • Self-motivated with strong interpersonal communication skills and superior client service skills.
  • Ability to work in a fast-paced environment.
  • Excellent written and verbal communication skills with a good command of the English language. Other languages an asset.
  • Have excellent organizational skills with proven attention to detail.
  • Resourcefulness and exceptional time management skills.
  • Good understanding of Microsoft Office software, including Microsoft Word, Excel & Outlook. Excellent typing skills.
  • Technological expertise to perform tasks such as electronic filing, directory management, telephone system management, password protection, document formatting, etc.
  • Strong multitasking skills with a high degree of accuracy.
  • Data entry experience an asset.
  • Ability to edit and compose business communications (i.e. letters, notices, e-mails).
  • Accounting/bookkeeping experience an asset
  • Previous industry experiences an asset.

    This position is Full-Time, Monday to Friday, 9:00 a.m. � 5:00 p.m. Benefits include medical, dental and LTD.

    Are you a �Quay� player? If so, please reply with your resume and a cover letter outlining why you believe you are the ideal candidate for this position. Please include your salary expectations in your application. All submissions will be kept in strict confidence.

    We thank all who apply in advance. No phone calls please. Only those selected for an interview will be contacted.

    Job Types: Full-time, Permanent

    Job Types: Full-time, Permanent

    Benefits:
  • Dental care
  • Extended health care
  • Life insurance
    Schedule:
  • 8 hour shift

    COVID-19 considerations:
    Disinfecting & sanitizing shared equipment, heavy traffic touch points & personal workspaces daily; increased hand washing & sanitizing; partial staff working from home & changes to work schedules; enforcing occupancy limits; masks strongly recommended.

    Education:
  • Secondary School (preferred)

    Experience:
  • administrative assistant: 2 years (required)
  • receptionist: 2 years Location: One location

    • Example 2

    Our purpose is to Ignite self-love and empowerment in women.

    Core Values we share:

    - Positive Energy

    - Ownership and personal responsibility

    - Thirst for Knowledge

    - All Are Equal

    - Compassionate Teamwork

    BraTopia is looking for a great energy Front Desk/Receptionist to undertake receptionist duties at the front desk of our store in Calgary. You will be the �face� of the company for all BraTopia and French Postcard customers, being responsible for the first impression we make.

    The ideal candidate will have a friendly, positive energy and easy-going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A compassionate-oriented approach is essential with the internal and external customers.

    The goal is to make guests and visitors feel comfortable and valued while on our premises, as well as support the sales team in their routine.

    Responsibilities

  • Greet and welcome guests with positive energy

  • Answer questions and address complaints.

  • Answer all incoming calls and support the customers, redirect them or keep messages.

  • Receive products, letters, packages, etc., and distribute them.

  • Check, sort, and forward emails.

  • Monitor office supplies and place orders when necessary.

  • Coordinate shipping and maintain records related to order fulfillment across phone or digital sales on Shopify

  • Provide administrative duties as required including supporting the Chief Office Operations with different tasks

  • Maintain high level of CRM records on Shopify
  • Supporting the team on keeping high store standards

    Requirements

  • Availability to work full shift from Monday to Sunday

  • Some experience as front desk representative or relevant position. Cashier and retail experience is beneficial

  • Excellent verbal and written communication skills

  • Familiar with office machines (e.g. computer, printer, etc.)

  • Excellent knowledge of MS Office (especially Excel and Word)

  • Strong organizational skills, with an ability to handle multiple projects simultaneously. You thrive when you are busy, you are a master of juggling many priorities at once, and you manage your time wisely.

  • Problem-solving skills.

  • Team player with a very proactive and positive attitude. Collaboration and a sense of humor are a must in this role. We are a small team and rely on one another to succeed. Confidence to work independently and as a team go a long way in our crew.

  • Familiarity with Shopify is beneficial

  • High School diploma; additional qualifications are beneficial.

    WHAT WE CAN OFFER YOU:

  • Health and Dental Benefits for full-time employees

  • Employee discounts

  • Free product

  • A beautiful and comfortable work environment

  • Training and the opportunity for advancement within the company

  • A close family of helpful and friendly colleagues

  • Room for growth in an expanding and growing business.

    Please take the time to visit our website to get a good idea of what we're about. [website] and [website]

    *When sending your resume, please include a cover letter about what makes you the right fit for the BraTopia Team as Receptionist/Front Desk Associate and why you are passionate about this role. Also please include 3 work references.

    Job Types: Full-time, Permanent

    Salary: $16.00-$19.00 per hour

    Benefits:
  • Dental care
  • Extended health care
    Schedule:
  • Day shift
  • Weekend School (preferred)

    • Receptionist duties and responsibilities

    When writing a job description for a Receptionist, it’s important to consider the main job requirements of the role. Note that these can also vary depending on the size of a company or its industry. Below is a list of important duties for the job and responsibilities needed to excel for a Receptionist:

    • Creates a welcoming environment by greeting guests, answering phone calls, directing visitors, and taking messages for employees
    • Takes customer complaints or issues and pass them on to the appropriate parties
    • Creates and distributes company memos through email, letters, or telephone calls
    • Schedules and maintains the calendar of company executives
    • Coordinates the booking and setting up of meeting rooms
    • Organizes and files company documents either electronically or with a paper filing system
    • Provides support for teams when necessary

    Receptionist skills and qualifications: 

    A successful Receptionist candidate will have various prerequisite skills and qualifications needed for duties for this job. After posting the functionalities and duties required by a Receptionist, follow up with the skills and responsibilities required to perform those tasks. A successful Receptionist candidate will have various prerequisite skills and qualifications needed for the duties performed in this role. Some examples of the skills used in a Receptionist role include: 

    • Time management skills to be able to prioritize activities, especially when there is a high volume of tasks
    • Attention to detail to ensure that all company memos are free of any errors
    • Positive attitude for greeting customers and clients in a friendly and warm manner upon arrival to the office or through the phone
    • Communication skills to be able to communicate with internal team members or clients and understand their needs
    • Strong organizational skills to keep multiple calendars organized
    • Administrative skills to be able to use basic computer programs including Microsoft Office
    • Flexibility to be able to move between activities and duties quickly if priorities change

    Receptionist experience requirements

    It is typical to hire a receptionist who has under three years of experience. Large organizations may require someone with more experience. It is also possible to consider hiring someone with no previous experience if the company will provide training upon hiring.

    Receptionist education and training requirements

    Generally, the minimum educational requirement for a Receptionist job is a high school diploma. However, some organizations may look for candidates who have a secondary degree in secretarial studies, administration, or any Bachelor of Arts degree.

    Receptionist salary expectations

    According to Indeed salaries, the average salary for a Receptionist is $16.28 per hour. The salary can fluctuate depending on experience, location, or the company that is hiring.

    Job description samples for similar positions

    If a Receptionist isn’t quite what you are looking for, other related job positions include:

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    Receptionist job description FAQs

    What is the difference between a Receptionist and an Administrative Assistant?

    The main difference between a Receptionist and an Administrative Assistant is that a Receptionist will generally be placed at the front of the office to welcome guests. A Receptionist is also responsible for answering phone calls. An Administrative Assistant, however, will often answer phone calls or take messages on behalf of their immediate supervisor. A Receptionist’s role involves quite a bit of customer service whereas an Administrative Assistant would be more focused on administrative duties like scheduling appointments and creating memos.

    Do Receptionists have different responsibilities in different industries?

    The job of a Receptionist doesn’t differ too much between industries, but it may differ based on the size of the business. It is common for the role of a Receptionist to be much broader in scope in a small business since these companies don’t have an Administrative Assistant. In this case, a Receptionist may have additional tasks such as note-taking in meetings, overseeing the personal calendar of the company President, or booking travel for company executives.

    How can you make your Receptionist job description stand out?

    A great way to make a Receptionist job stand out is to be specific with the job tasks and duties. Give the applicant a detailed vision of what they will be doing on a day-to-day basis. Another great way to make a job description stand out is to specify the benefits of working at the company such as free parking, snacks, paid-time-off, or discounts on company products.

    What should you look for in a Receptionist resume?

    When looking at resumes for a Receptionist, look for previous work experience. If the person in your role will be working for a larger company, it may be advantageous to look at how large the companies they worked at before were. Any education that is specific to the role of a Receptionist like administration or business management is also a great thing to look for. If the role is entry-level, try looking for some of the key soft skills a Receptionist should have.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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