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

Jul 11, 2020 / 5 Minutes Read / By Albert

How to Become

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When workplace technology is not updated, it can have a negative effect on the overall work environment. Outdated equipment can lead to increased frustration among employees as they struggle to complete tasks in a timely manner. This can then lead to a decrease in productivity and a decrease in morale, which ultimately can reduce employee engagement and satisfaction.

a lack of updated technology can lead to an inability to access important documents or files, slowing down the overall workflow. To ensure employees are able to work efficiently and with minimal stress, it is important for companies to invest in the latest technology and hardware for their workplace.

Steps How to Become

Obtain a High School Diploma or GED. Most employers require desk receptionists to have at least a high school diploma or equivalent.
Develop Transferable Skills. Employers may look for certain skills in desk receptionists, such as customer service, computer literacy and communication. You can develop these skills by taking classes, volunteering or working in related fields.
Consider Certification. Relevant certifications can improve your chances of getting hired as a desk receptionist. Certifications are available in hospitality, health care, administrative services and customer service.
Look for Entry-Level Jobs. Desk receptionists often start at an entry-level position. Look for job postings that are labeled as desk receptionist, customer service representative, administrative assistant or front desk attendant.
Apply for the Job. Submit your application materials to the employer. Provide your contact information, work experience and any relevant certifications.
Prepare for the Interview. Before the interview, make sure to research the company and the job role. Be prepared to discuss why you are a good fit for the job and how you can contribute to the company.
Ace the Interview. During the interview, make sure to dress professionally and be courteous to the interviewer. Answer questions honestly and provide examples of past experiences that relate to the job.
Start Working. Once you get hired, attend orientation and complete any necessary paperwork. Make sure to review the job description and ask questions if anything is unclear.

Reliability and capability are essential components to being a successful desk receptionist. Being reliable means arriving to work on time, being dependable, and following through with tasks assigned. Having capability means having the necessary skills to complete tasks assigned, such as answering phones, managing office supplies, scheduling meetings and appointments, and greeting guests.

These qualities will help desk receptionists to ensure that the office runs smoothly and efficiently. Furthermore, having good interpersonal skills is important for a receptionist to succeed, as it allows them to connect with guests and colleagues in a professional and courteous manner. Having good communication skills is also essential for desk receptionists, as it allows them to properly relay messages and instructions in an effective manner.

By combining reliability, capability, interpersonal skills, and communication skills, desk receptionists can be more successful in their roles.

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Job Description

Greet visitors in a friendly and professional manner.
Answer incoming calls and respond to customer inquiries.
Provide information to customers, visitors and employees.
Schedule appointments and maintain calendars.
Monitor security access to the building.
Receive, sort, and distribute mail and packages.
Handle administrative tasks including filing, copying and scanning documents.
Update and maintain databases with customer information.
Complete data entry tasks and update records in database systems.
Process customer payments and provide receipts.

Skills and Competencies to Have

Excellent customer service skills
Strong communication skills
Proficiency in computer software and hardware
Ability to multitask
Time management skills
Attention to detail
Knowledge of general office procedures
Ability to handle confidential information
Reliability and punctuality
Professional attitude and appearance

Good communication skills are essential for any receptionist. Being able to effectively communicate with customers, co-workers, and other stakeholders is key to providing quality service. A receptionist must have excellent verbal and written communication skills to be able to answer questions, provide information, or make appointments.

It is also important for the receptionist to be able to listen carefully in order to understand specific needs or requests. the ability to multitask and manage multiple tasks simultaneously is important for a receptionist. Often times, a receptionist is required to answer phones, take messages, greet visitors, and handle multiple tasks at once.

Having good organizational skills to manage competing demands while still providing excellent service is essential. Finally, a receptionist should also have good computer skills to be able to use software such as Microsoft Office and other programs used in the office setting. All of these skills help a receptionist ensure that customers and employees have a pleasant experience when they visit or call an office.

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Frequent Interview Questions

What experience do you have in receptionist roles?
How would you handle a challenging customer situation?
What techniques do you use to stay organized?
How do you prioritize tasks when faced with multiple demands?
What do you consider to be the most important qualities of a successful receptionist?
How do you handle confidential information?
What do you know about our company?
Are you comfortable using office technology such as phone systems, computers, and copy machines?
How would you handle a situation where you are not familiar with a procedure?
Describe a time when you had to deal with an unhappy customer. What did you do to resolve the issue?

Common Tools in Industry

Microsoft Office Suite. A suite of programs used for word processing, spreadsheets, presentations, and more (e. g. Microsoft Word, Excel, PowerPoint).
Customer Relationship Management (CRM) Software. Software used to manage customer data and interactions (e. g. Salesforce).
Phone System. A telephone system used for making and receiving calls (e. g. Avaya).
Social Media Management Tool. A tool used to manage social media accounts (e. g. Hootsuite).
Scheduling Software. Software used to schedule appointments and meetings (e. g. Google Calendar).
Web Conferencing Platform. A platform used for hosting video or audio conferences (e. g. Zoom).
Mailing List Software. Software used to manage email lists and newsletters (e. g. MailChimp).
Document Management System. Software used to store, organize, and share digital documents (e. g. Dropbox).

Professional Organizations to Know

American Society of Administrative Professionals (ASAP)
International Association of Administrative Professionals (IAAP)
National Association of Legal Professionals (NALP)
Professional Association of Executive Assistants (PAEA)
National Federation of Paralegals Associations (NFPA)
International Association of Administrative Professionals - UK Chapter (IAAP-UK)
International Association of Business Communicators (IABC)
International Association of Corporate and Professional Recruiters (IACPR)
Society for Human Resource Management (SHRM)
American Society for Training and Development (ASTD)

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Common Important Terms

Telephone Operator. An individual who provides communication services by connecting incoming and outgoing calls with customers.
Front Desk Clerk. An employee who is responsible for greeting visitors, answering phones and providing basic administrative support at the front desk of a business.
Filing Clerk. An individual who is responsible for organizing, filing, and maintaining documents within an organization.
Mailroom Clerk. An individual who is responsible for managing incoming and outgoing mail in an organization.
Customer Service Representative. An individual who is responsible for providing assistance and support to customers.
Data Entry Clerk. An individual who is responsible for entering data into a computer system.
Copy Machine Operator. An individual who is responsible for operating and maintaining copy machines in an organization.
Office Manager. An individual who is responsible for overseeing the daily operations of an office, including staff and resources.
Receptionist. An individual who is responsible for greeting visitors and handling administrative tasks such as answering phones, taking messages, and handling correspondence.

Frequently Asked Questions

What qualifications do I need to be a Desk Receptionist?

Generally, Desk Receptionists must have a high school diploma, as well as experience in customer service and/or office administration.

What does a Desk Receptionist do?

Desk Receptionists greet visitors and answer incoming calls, provide basic information about the organization, distribute mail, manage calendars, and maintain office supplies.