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

Job Summary We are looking for an Experienced Dental Receptionist to work in a progressive, state of the art specialist office, with great pay and benefits (please read below). This position will be Full-Time with Dental Reception/Front Desk experience required. The successful applicant must be self-motivated, organized, detail oriented, caring and a compassionate individual to connect with parents and patients. It is also important that this person possesses a positive attitude with professional commitment and is friendly and out-going in a team-oriented environment. and Duties Greeting patients and parents Booking patients Answering phones Maintaining the front desk and waiting area Direct billing to insurance companies Calling insurance companies Printing and compiling reports Collecting payments and closing a balanced day Qualifications and Skills: Experience with work, preferably in dental Must be computer proficient and learn new software easily (software's used in our office are Dolphin and Curve.) Excellent communication skills Availability to work during applicable business hours Ability to work well with children of all ages English proficient in speaking and writing Excellent customer care skills in person and on the phone Must be willing to travel between multiple offices within the city This position offers: Two great locations and state of the art offices Professional clinical team Full–time hours Pay based on experience Benefits: Vacation pay Free uniforms Health spending account In house dental care (Orthodontics and Pediatric Dentistry available only) Bonus pay Job Type: Full-time

Example 2

Williams Lea is the global provider of skilled business-critical support services to financial, legal and professional services firms. We connect people, processes and technology to manage documents and streamline key operational functions. From our humble beginnings as a financial printer in London, to our position today as a global outsourcing leader, our business is built a strong heritage, great relationships and a talented team. Our 6,000 worldwide employees work onsite at clients and at Williams Lea operations providing rivaled support and helping clients transform their support operations. With revenues of over $400 million, Williams Lea is backed by Advent International, one of the largest global private equity investors. Williams Lea is hiring for Receptionists to work our Toronto office Monday to Friday 8:00 am to 5:00 pm! The Receptionist is responsible for providing a white glove experience to all of clients and their guests, whether on the phone or in person. Our Receptionist needs to make everyone feel welcome and well looked after. A proactive mindset, customer service demeanor, an eye for details, and a willingness to support other departments will ensure your success with us. Job duties Greet clients and visitors to the office with warmth and Notify employees of visitor’s arrival when necessary. Communicate with manager, appropriate department, or client as needed. Make conference room, catering, and visitor office reservations using reservation software and calendars Assist clients with finding an appropriate meeting room or resource, arranging alternatives and negotiating with other parties as required to find a solution for all parties Answer incoming calls received on a multi-line phone system, in a cordial, professional and timely manner. Transfer calls to appropriate individuals. Order catering for events and meetings, ensuring orders are received on time and accurately Handle light administrative duties including expense reimbursements and miscellaneous projects as assigned. Handle sensitive and/or confidential document and information. Manage visitor card keys and parking validations and keep records/logs as required Job Qualifications High School Diploma or equivalent Minimum (1) year office services experience preferably in a legal, banking or large corporate environment. Experience managing incoming calls on a mult-line phone system Experience with MS Office and Outlook in a professional environment Your safety and well-being: As we all continue to deal with the effects of COVID-19, your health and well-being remain our top priority. In preparation for returning to our workplaces, the following guidance has been developed with reference to government, designated authority, as well as feedback received from employees. This guidance is further supported by our Wellness site content and external resources to help you manage through these unprecedented times. Face masks: To supplement social distancing and where stipulated, everyone is required to wear a face mask at all times upon entering and when working within the building. Social distancing: Workstations and office areas are continually evaluated to ensure the 2m/6ft social distancing rule can be applied and adhered to by all employees. It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law. Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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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