How to Be Administrative Receptionist - Job Description, Skills, and Interview Questions

May 7, 2020 / 5 Minutes Read / By Albert

How to Become

Professional Organizations

FAQ

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The lack of an administrative receptionist can have a significant effect on the efficiency of a business. When an administrative receptionist is not present, the workload for other employees can increase significantly as they are expected to take on additional responsibilities such as answering the phones, managing customer inquiries and directing visitors. Furthermore, without an administrative receptionist, the lobby area may not be managed properly, resulting in a chaotic environment and diminishing the quality of customer service.

without an administrative receptionist, the company may experience difficulty in scheduling appointments and managing time efficiently. As a result, the company can be at risk of losing important customers or potential deals.

Steps How to Become

Obtain a High School Diploma or GED. Most employers require a high school diploma or GED for administrative receptionist positions.
Gain Relevant Work Experience. Many employers prefer to hire administrative receptionists with prior experience in a similar role. Gaining relevant work experience can help you stand out from the competition when applying for jobs.
Pursue Postsecondary Education. Pursuing postsecondary education may help you gain additional knowledge and skills necessary to be successful in an administrative receptionist role. Consider taking courses in business, office management, and customer service.
Learn Computer Skills. As an administrative receptionist, you will need to be proficient in various computer programs and applications, such as Microsoft Office, Google Suite, and database software. Consider taking classes or training to learn these skills.
Develop Interpersonal Skills. Administrative receptionists must have strong interpersonal skills to effectively interact with customers, clients, and coworkers. Consider taking courses in communication and customer service to help you develop these skills.
Get Certified. There are several certifications available for administrative professionals that may help you stand out from the competition when applying for jobs. Consider getting certified through the International Association of Administrative Professionals (IAAP) or another professional organization.
Apply for Jobs. Once you have obtained the necessary education, work experience, and certifications, you can begin applying for administrative receptionist jobs. You can find job openings online, through job postings, or through networking with industry professionals.

The Administrative Receptionist position requires a high level of skill and efficiency. The individual must possess excellent organizational, communication, and customer service skills in order to effectively manage the front desk and meet the demands of the job. they must be well-versed in the use of computers, programs, and software to manage emails, calendars, and other office tasks.

By ensuring that all work is done accurately and efficiently, the Administrative Receptionist can maintain a productive and organized work environment for everyone. This not only increases efficiency but also promotes good morale and helps create a productive and positive working environment. Furthermore, an efficient Administrative Receptionist is often seen as an asset to the organization and is highly valued by employers.

You may want to check Spa Receptionist, Veterinary Receptionist, and Patient Receptionist for alternative.

Job Description

Greet visitors, answer phones, and direct inquiries.
Schedule appointments and maintain calendar.
Handle incoming and outgoing mail and packages.
Coordinate travel arrangements and bookings.
Process invoices and other paperwork.
Create and update filing system, both electronic and hardcopy.
Ensure office supplies are adequately stocked.
Prepare meeting rooms and other conference areas.
Assist in the preparation of presentations and reports.
Track expenses and process expense reports.
Provide administrative support to other staff as needed.
Maintain confidentiality of records and information.

Skills and Competencies to Have

Professionalism
Strong communication skills
Organization and time management skills
Multi-tasking and prioritization
Knowledge of office software and technology
Attention to detail
Problem-solving and decision-making skills
Ability to work independently
Ability to work as part of a team
Flexibility and adaptability

Having strong organizational skills is one of the most important skills for an administrative receptionist to possess. This is because it allows them to efficiently manage their time, prioritize tasks and ensure that all operational processes are completed efficiently. When an administrative receptionist has good organizational skills, they are able to effectively manage their workload and ensure that daily operations run smoothly.

they are able to handle multiple tasks simultaneously, as well as delegate tasks and create structure for their team. Good organizational skills also aid in better communication between the administrative receptionist and their colleagues, enabling them to respond quickly to requests and provide accurate information. Furthermore, having strong organizational skills allows administrative receptionists to coordinate meetings, take notes, and maintain filing systems.

As a result, having strong organizational skills is a crucial skill for an administrative receptionist to have in order to be successful in their role.

Executive Assistant Receptionist, Automotive Receptionist, and Beauty Salon Receptionist are related jobs you may like.

Frequent Interview Questions

What experience do you have in administrative receptionist roles?
How do you handle a high-pressure environment?
How do you ensure accuracy and attention to detail in your work?
Describe a time when you had to multitask and prioritize tasks.
What strategies do you use to stay organized?
How do you handle customer service issues?
How do you ensure confidentiality of sensitive information?
What computer software programs are you familiar with?
How do you handle scheduling conflicts or changes?
What techniques do you use to remain calm and professional when faced with difficult situations?

Common Tools in Industry

Phone. A telephone device used for making and receiving calls. (eg: Cisco VoIP phone)
Computer. A device used for processing data, running programs, and performing a variety of other digital tasks. (eg: Dell laptop)
Fax Machine. A device used to send and receive documents electronically. (eg: Canon fax machine)
Copier. A device used to make multiple copies of a document. (eg: Ricoh copier)
Scanner. A device used to scan documents and images into digital files. (eg: Fujitsu scanner)
Printer. A device used to print documents and images. (eg: HP printer)
Software. A program used to perform specific tasks or operations. (eg: Microsoft Office Suite)
Calendar/Organizer. A tool used to store and organize dates, events, and appointments. (eg: Google Calendar)

Professional Organizations to Know

American Society for Quality (ASQ)
International Association of Administrative Professionals (IAAP)
Institute of Management Accountants (IMA)
Project Management Institute (PMI)
American Management Association (AMA)
Society for Human Resource Management (SHRM)
National Association of Professional Organizers (NAPO)
International Facility Management Association (IFMA)
International Customer Service Association (ICSA)
American Society of Administrative Professionals (ASAP)

We also have Salon Receptionist, Bank Receptionist, and Retail Receptionist jobs reports.

Common Important Terms

Front Desk. The front desk is usually the first point of contact for visitors and can be responsible for a variety of duties such as answering phones, greeting visitors, taking messages, and providing basic administrative support.
Customer Service. Customer service involves providing assistance to customers before, during, and after a purchase. This could include answering questions, resolving complaints, providing information about products and services, and helping customers make the best decision for their needs.
Administrative Assistant. An administrative assistant is responsible for providing clerical and administrative support to management, such as preparing documents, filing, organizing meetings, and scheduling appointments.
Data Entry. Data entry involves entering information into computer systems or other databases. This could include entering customer contact information, product details, or financial information.
Filing. Filing involves organizing documents into designated folders and filing them in an orderly manner. This could include organizing customer invoices, financial records, or other company documents.
Word Processing. Word processing requires creating and editing text documents using a computer program such as Microsoft Word. This could include writing reports, creating presentation materials, or developing newsletters and brochures.

Frequently Asked Questions

What does an Administrative Receptionist do?

An Administrative Receptionist provides administrative support to staff, clients, and visitors by managing incoming calls, scheduling appointments, maintaining records and databases, and performing clerical tasks.

What skills are necessary for an Administrative Receptionist?

Administrative Receptionists should possess excellent communication and interpersonal skills, be highly organized and detail oriented, have proficient computer skills, and demonstrate a professional attitude.

What qualifications are required to be an Administrative Receptionist?

Generally, Administrative Receptionists must have a high school diploma or equivalent, although some employers may require additional qualifications such as a degree or certificate in office administration.

How much does an Administrative Receptionist make?

According to the US Bureau of Labor Statistics, the median annual wage for Administrative Receptionists is $33,780, with the top 10% earning more than $56,460.

What are some of the duties of an Administrative Receptionist?

Duties of an Administrative Receptionist may include answering phone calls, greeting visitors and clients, scheduling appointments, maintaining files and records, photocopying documents, preparing reports, and providing administrative support to staff.