Job Description for a Front Desk Receptionist

The job description for a front desk receptionist highlights the responsibilities of a professional carrying out numerous administrative tasks in an office environment. Front desk receptionists are in charge of various duties depending on the company they work for. They often sit in the office's main foyer and are the first person visitors see when they enter the building. The job description for a front desk receptionist should highlight that this role is responsible for making the front desk look tidy, filtering phone calls and directing them to the right audience.

A front desk receptionist welcomes guests as they enter a company and is typically the first voice consumers hear when calling the establishment. The individual typically does a variety of administrative duties, such as mailing out correspondence and filing documents. Depending on the workplace, a person in this role might focus on billing, making reservations, or assisting with security.

The job description for a front desk receptionist should include key responsibilities: greeting guests, responding to their inquiries, pointing them in the right direction, managing written correspondence, planning appointments, writing and forwarding emails, putting together reports, and maintaining the office's efficiency.

A front desk receptionist's job is to assist a business in presenting its brand to customers, staff, and clients favourably. Daily, a front desk receptionist interacts with clients and guests of the company.

Therefore, the front desk receptionist job description should outline the key responsibilities for this role and the knowledge, Skills, Abilities, and other characteristics (KSAOs) required for an individual to perform this job successfully.

Related: Receptionist Job Description​

Job Description for a Front Desk Receptionist: Overall Purpose

Welcomes clients and customers upon arrival, maintains an appointment calendar, directs visitors, and assists clients by answering phones coming through the reception area.

Related: Call Centre Representative Job Description​

Job Description for a Front Desk Receptionist: Primary duties

• Answers phones and help callers with concerns by noting their queries and transferring them to the appropriate department.
• Welcomes guests by doing it verbally or over the phone.
• Serves guests by extending greetings, a warm welcome, and appropriate directions.
• Informs visitors by responding to or directing inquiries
• Guides guests by keeping up with departmental and personnel directories.
• Preserves safety by adhering to protocols, keeping track of logbooks, and giving visitor badges.
• Maintains the telephone system by complying with guidelines.
• Operates a communications system by following the manufacturer's instructions.
• Keeps the front desk area secure and tidy by following policies and guidelines.
• Offers customer service by promptly returning phone calls and email messages.
• Points guests in the direction of the right person and office by accompanying them.
• Responds to, screen, and forward incoming calls by transferring the phone calls to the relevant departments
• Provides clear, concise information in person and over the phone or email by delivering information in a clear, succinct manner in person or over the phone.
• Takes in, organizes, and disperses daily mail and deliveries by grouping them according to department, location, and category.
• Monitors office security by observing safety regulations and managing access through the front desk.
• Places orders for front desk items and maintains a stock inventory by monitoring inventory levels often.
• ​Updates calendars by organizing crucial meetings.
• Makes travel and lodging arrangements by coordinating bookings.
• Maintains records of office costs and spending by recording information in a journal.

Job Description for a Front Desk Receptionist: Educational Qualifications

• A high school diploma or GED certificate is required to be able to perform clerical tasks.
• A Certificate in office management is required for practical skills in office procedures and electronic office equipment.

Job Description for a Front Desk Receptionist: Experience Required

• A minimum of one to two years of related experience or training is required to ensure the front desk receptionist has the necessary experience to provide excellent customer care service.
• Demonstrated experience working as a front desk agent, receptionist

Job Description for a Front Desk Receptionist: Knowledge, Skills, Abilities, and other Characteristics (KSAO)

Knowledge

• Knowledge of principles and procedures for providing customer services is needed to provide excellent customer care service.
• Knowledge of administrative and office procedures, such as managing files, records, and word processing, is needed.
• Knowledge of circuit boards, processors, chips, and electronic equipment.

Skills

• Excellent communication skills are needed to warmly greet guests as they arrive and provide refreshments as they wait for the right party to arrive.
• ​Organizational skills are needed to plan meetings, arrange flights, make and manage spreadsheets, welcome guests, and take calls.
• Listening skills are needed to expedite visitors', callers', and executives' requests
• Technical skills are needed for accounting, bookkeeping, and social media accounts.
• ​Time management skills are needed to complete tasks efficiently.
• Scheduling skills are needed for business operations and managing digital calendars or schedules.
• ​Problem-solving skills are needed to determine issues and offer solutions.
• ​Interpersonal skills are needed to communicate daily with a variety of people, such as senior management, coworkers, customers, or clients for business
• Written communication skills are needed to compose business emails, memos, and other documents with proper language and spelling.

Abilities

• The ability to multi-task is needed to manage multiple responsibilities at once.
• The ability to convey information is needed so that others can understand.
• Ability to listen and understand various types of data and ideas presented through spoken words and sentences is needed to be efficient in solving clients' problems or answering their questions.

Conclusion

The job description for a front desk receptionist is an essential job profile for any company. The job description for a front desk receptionist explains the work of those in charge of helping customers by taking their calls and guiding them to the appropriate staff members for assistance.