A receptionist welcomes visitors, takes messages, mails letters and emails, and performs a variety of secretarial duties. Interpersonal, administrative, and organizational skills are among the most important receptionist qualities that someone applying for one of these positions must possess. A receptionist should also be able to use basic word processing software and a variety of office equipment.
Patience and the ability to work under pressure are two qualities that a receptionist in a busy environment must possess. Receptionists are frequently the first representatives of a company that outside clients meet. As a result, people in these positions must deal with customer service issues. Furthermore, while a receptionist can take messages or perform tasks on behalf of others, no one diverts clients away from them, and some people struggle to maintain high levels of customer service when dealing with large groups of people.
A receptionist may have to set appointments and keep track of messages, mail, and emails on behalf of several people in addition to managing schedules. As a result, good organizational skills are one of the most important qualities for a receptionist. To keep track of information and tasks, people in these jobs frequently use daily checklists, diaries, or calendars. Many successful receptionists organize their daily schedules so that more difficult tasks are completed during slower times of the day and less complex issues are handled during busier times.
People who work in administrative positions are frequently required to use email systems, websites, and word processing programs. While some of these programs are widely available and used many businesses, others are custom-built to meet the needs of a specific company. Technical ability and a willingness to learn new systems and types of software are frequently listed as desired receptionist qualities in job postings.
A receptionist working in a doctor’s office or other medical facility must be able to quickly gather potentially critical information from physicians and patients and coherently relay that information to other parties. This person must be able to communicate clearly and easily over the phone as well as in person. Receptionist errors can be costly in a variety of industries, so an eye for detail and the ability to type or relay information quickly and accurately without making mistakes are important receptionist qualities.