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Receptionist Job Description

How to Hire a Receptionist

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Receptionist Job Description

We are recruiting for a Receptionist to be responsible for greeting clients and visitors to our office. You will be in charge of giving clients directions to various parts of the office, contacting employees regarding visitors, answering phones and taking messages, and sorting and distributing mail.

To be successful in this role, you will need excellent written and verbal communication skills, as well as competency in Microsoft Office applications such as Word and Excel. Prior experience as a receptionist is also helpful.

Receptionist Duties and Responsibilities

  • Consistent, professional dress and manner.
  • Excellent written and verbal communication skills.
  • Punctual time management skills.
  • Experience with administrative and clerical procedures.
  • Able to contribute positively as part of a team, helping out with various tasks as required.
  • Competency in Microsoft applications including Word, Excel, and Outlook.

Receptionist Skills and Requirements

  • Greet clients and visitors with a positive, helpful attitude.
  • Assisting clients in finding their way around the office.
  • Announcing clients as necessary.
  • Helping maintain workplace security by issuing, chequing and collecting badges as necessary and maintaining visitor logs.
  • Assisting with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.
  • Preparing meeting and training rooms.
  • Answering phones in a professional manner, and routeing calls as necessary.
  • Assisting colleagues with administrative tasks.
  • Performing ad-hoc administrative duties.
  • Answering, forwarding, and screening phone calls.
  • Sorting and distributing mail.
  • Hiring, managing and developing the junior administrative team.
  • Provide excellent customer service.
  • Scheduling appointments.
  • Consistent, professional dress and manner.
  • Excellent written and verbal communication skills.
  • Punctual time management skills.
  • Experience with administrative and clerical procedures.
  • Able to contribute positively as part of a team, helping out with various tasks as required.
  • Competency in Microsoft applications including Word, Excel, and Outlook.

Personalising Your Receptionist Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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