Offices work correctly because of the combined efforts of many people.
The position of an office receptionist plays a significant role in ensuring that a company’s workflow is appropriately handled.
Receptionists are usually the first point of contact in a company which is why they need to be able to make a positive impact on visitors and clients.
Being eligible for an office receptionist requires a minimum of a high school diploma but needs a lot in how an individual handles office work.
An individual who can multitask and is exceptionally organized can be an excellent office receptionist.
There are many other qualities that employers look for in office receptionists which include customer orientation, the ability to work under stressful situations and handle irate customers or visitors.
Since office receptionists are the first point of contact, they are responsible for greeting visitors and clients properly and helping them by providing information or assisting them to reach the right person or department. This is an extremely demanding job as there are many facets involved to perform this job efficiently.
Related: Office Receptionist Resume Sample
Office Receptionist Responsibilities
• Greet customers as they arrive and ask them how they can be assisted
• Provide information and ensure that visitors are directed to the concerned personnel or department
• Issues pass to visitors
• Update appointment calendars
• Take telephone calls and relay message or transfer calls
• Screen calls to ensure that only authentic calls pass through
• Retrieve voice mail messages and ensure that they are forwarded to the right person
• Provide callers with information on office services and directions to the office
• Maintain a safe, clean and organized reception area
• Schedule meetings and appointments
• Coordinate the flow of mail in and out of the office
• Hand out employee applications and gather needed information
• Issue parking spaces
• Send email and faxes
• Prepare travel vouchers
• Assist with catering activities and handle invoices
• Maintain employee and visitor records
• Provide secretarial support by taking dictation and typing documents
• Maintain filing systems and file correspondence
• Coordinate office repair and maintenance activities
• Handle collating and photocopying tasks