The role of a receptionist can have a significant impact on a company’s overall image and atmosphere. The receptionist, as the first point of contact for clients and customers, is often responsible for the first impression of anyone who walks through the door. A receptionist’s job may also include secretarial duties that necessitate good organizational skills, computer literacy, and strong communication skills.
The front office or reception area of many businesses is set up so that all incoming visitors begin at the receptionist’s desk. Working as a greeter and first point of contact for clients and customers is an important part of the receptionist’s job, as he or she may be in charge of making a good first impression. A receptionist’s personal skills can help him or her come across as friendly, welcoming, and competent. Conflict management training is also beneficial in the role of a receptionist because some visitors may arrive agitated or upset.
Most receptionist jobs require the ability to prioritize and work in an organized manner. Many receptionists are responsible for maintaining company records and filing systems, as well as keeping track of daily schedules for company VIPs and ensuring that the proper chain of command is followed. A good receptionist must be able to quickly assess the needs of each person or problem who comes to his or her desk and ensure that issues are handled efficiently. A well-organized receptionist aids in the smooth operation of a business ensuring that the appropriate issues are routed to the appropriate department.
In the role of a receptionist, computer skills are frequently required. In many jobs, a receptionist must be able to use job-specific computer programs for record keeping, billing and payment, and data entry. Many of them are also in charge of reading and sorting company emails, typing or transcribing letters, and keeping track of online filing systems. A receptionist with strong computer skills and a thorough understanding of all necessary computer programs can help a company’s day-to-day operations become more accurate and efficient.
Because the receptionist is frequently the link between all branches of a company as well as the general public, he or she must have excellent communication skills. Because the receptionist has direct contact with nearly all clients and company personnel, company employees may frequently find themselves stopping the receptionist’s desk for information on a specific issue or customer. While it is critical for a receptionist to be an accurate source of information, he or she must also be aware of privacy policies and disclosure laws. Receptionists must be able to maintain a friendly demeanor while being discreet when asked about issues they cannot discuss.