In a business or organization, an office assistant/receptionist is usually in charge of the front desk. The receptionist is usually in charge of controlling access to the office greeting visitors, informing employees of visitors, and coordinating deliveries and contractors. In addition, the office assistant may be in charge of a variety of office administration tasks, such as spreadsheet management, correspondence, and office supply ordering. The office assistant/receptionist may also serve as a personal or administrative assistant to one or more of a company’s executives or managers, depending on the size of the organization and the number of employees.
While many offices now use voice mail systems to answer phones and direct callers to the appropriate employee, many still hire an office assistant/receptionist to manage the phone system and assist callers who are having trouble using it. Receptionists are also in charge of overseeing the reception area, which is also known as the waiting area or room and is where visitors usually enter. A traditional office assistant/receptionist is usually in charge of making sure that visitors are announced to the people they are visiting, or if the visitor is a delivery person, the receptionist will sign for packages and notify recipients of their arrival. An office assistant/receptionist may also be in charge of informing “walk-in” customers about a company’s services and setting up meetings between clients and employees.
Businesses with a small office support staff may require an office assistant/receptionist to take on additional responsibilities. The receptionist may also serve as the office manager in a small business or one with a tight budget. He or she may be in charge of restocking supplies and monitoring the performance of office machines like copiers, fax machines, and even computers to ensure that the office runs smoothly. These responsibilities typically require the office assistant/receptionist to contact and work with repair professionals as well as other contractors who may be needed to perform work on the office space or building. Event planning, travel scheduling, and, in some cases, managing general office communications, such as notifications about holidays, special events, and safety concerns, are also common responsibilities.
The requirements for becoming an office assistant vary depending on the skills required to work for a specific company. In many cases, office workers can learn their skills on the job or through a vocational training program that teaches them the fundamentals of office administration. Continuing and adult education classes in various software packages, business writing, and communication and protocol are also options.