How to Be Reception Clerk - Job Description, Skills, and Interview Questions

Nov 8, 2020 / 5 Minutes Read / By Albert

How to Become

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Reception clerks are responsible for greeting and welcoming guests to a business or organization. As a result, they help ensure that the customer experience is positive and worthwhile. Their ability to provide excellent customer service can significantly affect the success of a business, reflecting in customer satisfaction, loyalty, and ultimately, profits.

reception clerks are often the first point of contact for customers and can help shape the perception of the organization and its brand. Therefore, having a professional and knowledgeable reception clerk is an essential part of any successful business.

Steps How to Become

Obtain a high school diploma or equivalent. Many employers prefer applicants with a high school diploma or GED for receptionist positions.
Pursue a postsecondary degree or certificate. Vocational schools and community colleges may offer administrative assistant degrees and certificates that provide useful training for receptionists.
Gain experience in the field. Many employers prefer candidates who have relevant work experience, so consider volunteering or interning at a law firm, doctor's office, or other office setting.
Apply for receptionist jobs. Start by searching online job boards and company websites for current openings.
Prepare for an interview. Practice answering common receptionist interview questions, such as What is your experience with customer service? and How do you handle multitasking?
Demonstrate your skills during an interview. Show employers that you have the right skills and knowledge to be a successful receptionist by highlighting relevant experience and qualifications.
Secure a position as a receptionist. Once you have been offered the job, review the employment contract carefully before signing it and accepting the job.

Finding a reliable and qualified reception clerk is essential for the success of any business. The role of the reception clerk is to be the first point of contact, creating a positive and professional impression to all customers. To ensure the job is done effectively, it is important to hire someone who is reliable and qualified.

A reliable person will be able to perform their duties in a consistent manner, without fail. A qualified individual will have the necessary knowledge and experience to handle customer interactions in a professional manner, as well as managing any administrative tasks associated with the role. When searching for a reception clerk, it is important to verify their credentials and work history, to ensure they are a good fit for the position.

By taking the time to find a reliable and qualified reception clerk, you can ensure your business is well-represented and customers receive the best service possible.

You may want to check Sales Clerk, Records Management Clerk, and Office Clerk for alternative.

Job Description

Answer and direct phone calls
Greet visitors and provide information and assistance
Provide general office support services
Manage incoming and outgoing mail and deliveries
Maintain accurate records and filing systems
Schedule appointments and manage calendars
Take, transcribe, and distribute meeting minutes
Coordinate travel arrangements
Accept payments and issue receipts
Maintain a clean and organized work area

Skills and Competencies to Have

Excellent customer service and communication skills
Proficient in using various computer systems and software
Thorough understanding of office administration processes
Ability to multi-task and prioritize tasks
Strong organizational and time management skills
Attention to detail and accuracy in data entry
Ability to handle sensitive information with discretion
Reliable, punctual and flexible
Ability to work independently and in a team environment
Ability to follow instructions and take initiative

Reception clerks are essential in providing a professional and welcoming atmosphere in any business. They must possess a number of important skills to succeed in their roles. A strong customer service attitude is essential, as they are typically the first point of contact for customers and visitors.

They must be friendly and approachable, as well as have the ability to anticipate customer needs and provide helpful solutions. excellent communication and interpersonal skills are key for reception clerks, as they may need to relay messages to staff or visitors. Furthermore, good organizational skills are beneficial for managing tasks such as filing paperwork, scheduling appointments, keeping records up to date, and taking phone messages.

Lastly, strong computer literacy is important for reception clerks to navigate programs like databases and spreadsheets. Having these skills enables reception clerks to provide an efficient, professional service that helps create a positive customer experience.

Executive Assistant/Clerk, Automobile Billing/Title Clerk, and Distribution Center Clerk are related jobs you may like.

Frequent Interview Questions

What experience do you have working as a reception clerk?
How would you handle a difficult customer or situation?
What do you think are the most important qualities for a successful reception clerk?
How do you stay organized and manage your time?
What computer programs are you proficient in?
Describe your experience with telephone systems.
How do you handle multiple tasks at once?
How do you handle customer complaints or difficult requests?
What do you think is the most important skill for a reception clerk to have?
What do you think is the best way to manage a busy reception desk?

Common Tools in Industry

Word Processing Software. used to create, edit, and format documents (e. g. Microsoft Word).
Filing Software. used to organize and store files (e. g. Microsoft Outlook).
Database Management System. used to store, organize and query data (e. g. Microsoft Access).
Spreadsheet Software. used to analyze and graph data (e. g. Microsoft Excel).
Calendar Software. used to schedule events and appointments (e. g. Google Calendar).
Communication Software. used to send emails, instant messages, and video calls (e. g. Skype).
Document Scanning Software. used to convert physical documents into digital files (e. g. Adobe Acrobat).
Presentation Software. used to create slideshows (e. g. Microsoft PowerPoint).
Customer Management Software. used to store customer information and track orders (e. g. Salesforce).
Online Payment Software. used to process online payments (e. g. PayPal).

Professional Organizations to Know

American Association for Medical Transcription
American Health Information Management Association
National Association for Health Professionals
American Academy of Professional Coders
Medical Group Management Association
National Association of Healthcare Access Management
American Medical Billing Association
Healthcare Financial Management Association
National Association of Receptionists
Professional Association of Healthcare Office Managers

We also have Word Processing Clerk, Inventory Clerk, and Procurement/Purchasing Clerk jobs reports.

Common Important Terms

Scheduling. The process of organizing and planning events or appointments.
Filing. The process of organizing and storing documents in an orderly manner.
Data Entry. The process of entering information into a computer system.
Customer Service. The provision of service to customers before, during, and after a purchase.
Answering Phones. Responding to incoming calls and providing customer service.
Cashier. Processing payments from customers and providing change when necessary.
Greeting Guests. Welcoming visitors to the reception area and providing them with information or directions.
Mail Sorting. Separating incoming mail and arranging it for delivery.
Document Preparation. Preparing documents for filing or distribution.
Office Supplies Management. Stocking and distributing office supplies to staff members.

Frequently Asked Questions

What duties does a Reception Clerk typically perform?

Common duties for a Reception Clerk include answering phone calls, greeting clients and visitors, processing incoming mail, scheduling appointments, and providing general administrative support.

What qualifications are needed to be a Reception Clerk?

Most employers require Reception Clerks to have at least a high school diploma or GED, strong customer service and communication skills, proficiency in computer software such as Microsoft Office, and the ability to multitask.