Front Desk Representative Job Description Template

Use this Front Desk Representative job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Front Desk Representative Job Description Template

Job Brief

We are looking for a pleasant Front Desk Representative to undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make.

The ideal candidate will have a friendly and easy going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential.

The goal is to make guests and visitors feel comfortable and valued while on our premises.

Responsibilities

  • Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.)
  • Greet and welcome guests
  • Answer questions and address complaints
  • Answer all incoming calls and redirect them or keep messages
  • Receive letters, packages etc. and distribute them
  • Prepare outgoing mail by drafting correspondence, securing parcels etc.
  • Check, sort and forward emails
  • Monitor office supplies and place orders when necessary
  • Keep updated records and files
  • Monitor office expenses and costs
  • Take up other duties as assigned (travel arrangements, schedules etc.)

Requirements

  • Proven experience as front desk representative, agent or relevant position
  • Familiarity with office machines (e.g. fax, printer etc.)
  • Knowledge of office management and basic bookkeeping
  • Proficient in English (oral and written)
  • Excellent knowledge of MS Office (especially Excel and Word)
  • Strong communication and people skills
  • Good organizational and multi-tasking abilities
  • Problem-solving skills
  • Customer service orientation
  • High School diploma; additional qualifications will be a plus

What does Front Desk Representative do?

A Front Desk Representative has various responsibilities on a day-to-day basis. Some of the tasks they typically perform include:

  1. Greeting and checking-in guests: Welcoming guests as they arrive, verifying their reservations, and providing them with room keys or access cards.

  2. Assisting guests with check-out: Ensuring that guests have settled their bills, collecting payments, and providing invoices or receipts.

  3. Answering phone calls: Handling incoming calls, providing information about the hotel, taking reservations, and addressing guest inquiries or complaints.

  4. Managing reservations: Updating and maintaining the hotel's reservation system, making changes or cancellations to guest bookings, and ensuring accuracy of guest information.

  5. Providing information and assistance: Informing guests about hotel amenities, services, and policies. Assisting guests with directions, recommendations, and arranging transportation.

  6. Handling guest requests: Addressing guest needs and special requests, such as extra towels, room service, wake-up calls, or maintenance issues. Coordinating with other hotel staff to fulfill these requests.

  7. Handling payments and cash transactions: Processing guest payments, recording transactions accurately, and ensuring the security of payment information.

  8. Maintaining the front desk area: Keeping the front desk and lobby area clean and organized, restocking supplies, and ensuring that promotional materials or brochures are available.

  9. Coordinating with other hotel departments: Communicating and coordinating with housekeeping, maintenance, and other relevant departments to ensure smooth guest experiences.

  10. Providing exceptional customer service: Ensuring that all guests receive a warm welcome, addressing any concerns or issues promptly, and going above and beyond to exceed guest expectations.

These duties may vary depending on the size and type of the hotel, as well as any specific policies or procedures in place.