Receptionist Job Description Template

Use this Receptionist 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.
Receptionist Job Description Template

Job Brief

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

Responsibilities

  • Greet and welcome guests as soon as they arrive at the office
  • Direct visitors to the appropriate person and office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
  • Provide basic and accurate information in-person and via phone/email
  • Receive, sort and distribute daily mail/deliveries
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
  • Order front office supplies and keep inventory of stock
  • Update calendars and schedule meetings
  • Arrange travel and accommodations, and prepare vouchers
  • Keep updated records of office expenses and costs
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Requirements

  • Proven work experience as a Receptionist, Front Office Representative or similar role
  • Proficiency in Microsoft Office Suite
  • Hands-on experience with office equipment (e.g. fax machines and printers)
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer service attitude
  • High school degree; additional certification in Office Management is a plus

What does Receptionist do?

A receptionist typically performs a variety of tasks on a day-to-day basis. Some common responsibilities include:

  1. Greeting visitors: A receptionist is usually the first point of contact for visitors, so they greet and welcome them in a friendly and professional manner.

  2. Answering phone calls: Receptionists manage incoming phone calls and direct them to the appropriate person or department within the organization. They may also take messages or provide basic information to callers.

  3. Managing emails and correspondence: Receptionists handle incoming emails, faxes, and other forms of correspondence. They respond to or forward them to the relevant individuals in a timely manner.

  4. Scheduling appointments: Receptionists organize and schedule appointments, meetings, and conference room bookings. They ensure that the schedules are well-coordinated and communicate any changes or updates to the individuals involved.

  5. Maintaining the reception area: Receptionists keep the front desk and waiting area clean and organized. They ensure that necessary supplies, such as visitor badges, are readily available.

  6. Handling administrative tasks: Receptionists may assist with administrative duties such as photocopying, filing, data entry, and maintaining records or databases.

  7. Providing general information: Receptionists answer general inquiries from visitors or callers about the organization, its services, or specific personnel. They may also provide directions or assistance to visitors.

  8. Maintaining security: Receptionists may maintain a logbook for visitors, monitor security cameras, issue visitor badges, and ensure that safety procedures are followed.

  9. Assisting with special projects: Sometimes, receptionists are given additional responsibilities such as coordinating office events, assisting with travel arrangements, or managing mail and deliveries.

It's important to note that the specific duties of a receptionist may vary depending on the size and type of organization they work for.