Receptionist Job Description Template (2024)

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A seasoned small business and technology writer and educator with more than 20 years of experience, Shweta excels in demystifying complex tech tools and concepts for small businesses. Her work has been featured in NewsWeek, Huffington Post and more. Her postgraduate degree in computer management fuels her comprehensive analysis and exploration of tech topics.

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ShwetaSmall Business Writer

A seasoned small business and technology writer and educator with more than 20 years of experience, Shweta excels in demystifying complex tech tools and concepts for small businesses. Her work has been featured in NewsWeek, Huffington Post and more. Her postgraduate degree in computer management fuels her comprehensive analysis and exploration of tech topics.

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Small Business Writer

Kelly Main is a Marketing Editor and Writer specializing in digital marketing, online advertising and web design and development. Before joining the team, she was a Content Producer at Fit Small Business where she served as an editor and strategist covering small business marketing content. She is a former Google Tech Entrepreneur and she holds an MSc in International Marketing from Edinburgh Napier University. Additionally, she is a Columnist at Inc. Magazine.

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Kelly Main is a Marketing Editor and Writer specializing in digital marketing, online advertising and web design and development. Before joining the team, she was a Content Producer at Fit Small Business where she served as an editor and strategist covering small business marketing content. She is a former Google Tech Entrepreneur and she holds an MSc in International Marketing from Edinburgh Napier University. Additionally, she is a Columnist at Inc. Magazine.

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Table of Contents

  • What Does a Receptionist Do?
  • Receptionist Responsibilities
  • Receptionist Skills
  • Receptionist Qualifications
  • Receptionist Job Description Example
  • Frequently Asked Questions

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A receptionist is often the first person customers or clients will speak to when walking through your door or calling your number. Besides representing your company and its culture, receptionists typically also manage the front office and assist in general administrative tasks, such as handling the incoming mail or scheduling meetings to ensure smooth day-to-day functioning of the office.

When you are trying to fill this critical role for your organization, you need to create a receptionist job description that attracts people with the right attitude and skills.

What Does a Receptionist Do?

A receptionist serves as the interface between a company and its customers as well as the management and employees. Ideally, receptionists do this with a high level of professionalism and courtesy that leaves a good impression and builds upon a solid reputation. They also provide general administrative support, such as scheduling meetings, handling transcription, printing, photocopying and faxing, as well as making travel arrangements and assisting HR teams.

Receptionist Responsibilities

The role of a receptionist can vary widely from business to business. However, receptionists typically wear a number of hats and have multiple responsibilities that range from greeting visitors to scheduling office resources.

Here is a list of the most common responsibilities of a receptionist:

  • Greeting visitors
  • Managing security and telecommunications systems
  • Handling queries and complaints via phone, email and general correspondence
  • Transferring calls as necessary
  • Taking and ensuring messages are passed to the appropriate staff member in time
  • Managing meeting room availability
  • Receiving, sorting, distributing and dispatching daily mail
  • Preparing vouchers
  • Handling transcription, printing, photocopying and faxing
  • Recording and maintaining office expenses
  • Handling travel arrangements
  • Coordinating internal and external events
  • Managing office inventory such as stationery, equipment and furniture
  • Overseeing office services like cleaners and maintenance service providers
  • Assisting the HR team with recruitment, onboarding and termination processes
  • Maintaining safety and hygiene standards of the reception area

As you create your receptionist job description, be sure to include any of your business’s unique needs so that your job listing accurately reflects what your role will entail.

Receptionist Skills

Receptionists are usually good multitaskers who possess a number of different skills that enable them to function effectively in their position. For example, not only do receptionists generally need to have basic computer skills, but they also need to have the ability to manage and operate a multi-line phone system, stay level-headed during moments of stress, and be both friendly and effective communicators.

Here are the key skills for a receptionist:

  • Excellent verbal communication
  • Good telephone communication etiquette
  • Organized and resourceful
  • Customer-focused
  • Active listener
  • Adept at prioritizing, scheduling and multitasking
  • Ability to handle office equipment, such as the telephone system, printer and the fax machine
  • Fast and eager learner

Receptionist Qualifications

There is no formal qualification required for receptionist roles unless it is for some specialist organization like healthcare or legal. But these qualifications are desirable in an effective and efficient receptionist.

Below are the most common qualifications needed for a receptionist:

  • High school diploma or GED
  • Associate or bachelor’s degree in communications or business
  • Familiarity with multi-line telephone systems
  • Prior experience with Microsoft Office and typing

Of course, your business may have its own set of qualifications based on your unique needs. For example, managing an industry-specific software system.

Receptionist Job Description Example

Here is a receptionist job description example that you can customize to your own requirements.

Are you looking for a job as a receptionist?

Your search stops here because we are looking for a receptionist with a pleasing personality and customer service attitude to manage our front offices. If you are someone who loves interacting with people, putting them at ease and helping them solve their problems, you could be the one. Please check out our other requirements.

Receptionist responsibilities

  • Welcoming visitors and solving their problems
  • Managing security and telecommunications systems
  • Handling queries and complaints via phone, email and general correspondence
  • Taking messages and ensuring they are passed to the appropriate staff member in time
  • Managing meeting room availability
  • Receiving, sorting, distributing and dispatching daily mail
  • Preparing vouchers
  • Handling transcription, printing, photocopying and faxing
  • Recording and maintaining office expenses
  • Handling travel arrangements
  • Coordinating internal and external events
  • Managing office inventory such as stationery, equipment and furniture
  • Overseeing office services like cleaners and maintenance service providers
  • Assisting the HR team with recruitment, onboarding and termination processes
  • Maintaining safety and hygiene standards of the reception area

(Include what is relevant to the position in your organization. Also, if you have someone to handle some of the administrative tasks, omit them from here.)

Receptionist skills and qualifications

  • High school diploma or GED
  • Associate or bachelor’s degree in communications or business
  • Prior experience with Microsoft Office and typing
  • Excellent communication and interpersonal skills
  • Organized and resourceful
  • Customer-focused
  • Active listener
  • Adept at prioritizing, scheduling and multitasking
  • Ability to handle office equipment, such as the telephone system, printer and fax machine
  • Fast and eager learner

(Please include the qualifications that apply to your job description.)

Benefits

When you work with us, you get these benefits:

  • Flexible work hours
  • Hybrid work mode
  • Paid maternity and paternity leaves
  • Paid vacation time

(Include the benefits you provide your employees and those that could attract the right candidates.)

About us

(Tell potential candidates about company history, culture, mission and vision.)

CTA

(Tell the potential hires what they should do to apply. Share details of the right person to connect with, including contact number and email address. Also tell them what they should include in the application, like résumé, certificates, references, etc.)

Frequently Asked Questions

What is the key function of a receptionist?

A receptionist is primarily responsible for welcoming the visitors and providing them with the support they need. They are also responsible for handling calls from customers and solving their problems. Receptionists are also responsible for providing administrative support to the employees by scheduling meetings, handling mail, taking messages and dispatching deliveries.

What are the qualities of a good receptionist?

A good receptionist has a pleasing personality, is courteous and polite, and possesses a customer-centric approach to solving problems. A receptionist must be organized, resourceful, proficient in time management and open to new ideas. They must also be able to multitask under pressure.

Why should I hire a receptionist?

A receptionist can provide a great experience to those walking into your office or calling over the phone. They can also help you streamline office administration by handling email communication, scheduling meetings, supervising office security and cleanliness, recording office expenses and maintaining office inventory.

What are the legal steps to hire an employee like a receptionist?

To hire an employee, a business must get an employer identification number (EIN) from the IRS and any required state and local tax IDs, register with the state’s department of labor to start paying an unemployment insurance tax and buy workers’ compensation insurance. When you onboard an employee, you must have them sign I-9 and W-4 forms, report new hires to your state’s department of labor, ensure you’re set up to file payroll taxes and post any required notices in shared workplaces.

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