Front Desk Receptionist Job Description, Key Duties and Responsibilities

Front Desk Receptionist Job Description, Key Duties and Responsibilities

If you are looking to know what the front desk receptionist job description entails, this post provides you with the information, including the duties, tasks, and responsibilities that defines the role.

You will also learn about the skills, abilities, experience, etc. that commonly form most employers’ requirements for hiring for the front desk receptionist position. Please, continue reading:

What Does a Front Desk Receptionist Do?

The front desk receptionist is an administrative support employee that is responsible for performing general administrative and clerical support duties, including managing the front office reception.

They work in various sector of the economy including: retail businesses, hotels, healthcare organizations, insurance companies, pharmaceuticals, manufacturing, automobile companies, etc.

Their job description entails providing excellent customer service to customers, guests, walk-ins, etc.

They connect and understand the guest/customer needs and refer them to appropriate units when necessary.

In a hotel, the front desk receptionist’ role involves crafting the guests’ experience: they check them in, assign rooms, and ensure luggage and needs are in the room ready.

They also ensure guest departures are smooth. They communicate with guests and customers at the highest level of hospitality and integrity, and accommodate guests’ special requests whenever possible.

Hotel front desk receptionists also provide housekeeping duties to ensure the front/reception area is safe and clean at all times.

They are also responsible for handling minor customer issues, resolving complaints from guests who are not satisfied with the hotel’s services, and escalating issues beyond their capacity to resolve when necessary in a timely manner.

Front desk receptionist work description also entails enforcing basic security procedures in the organization by monitoring log book, notifying the security officer about unescorted guests and emergency situations; and also assisting in issuing guest passes and employee ID cards.

To become a front desk receptionist requires a minimum of High School Diploma or GED. Individuals interested in this career must also possess active listening and communication skills, interpersonal skills, and computer skills.

They must also possess phone handling skills, ability to work under pressure, and technical skills, as well as customer service skills to be successful on the job.

Front Desk Receptionist Job Description Example/Sample/Template

The front desk receptionist is the first point of contact for customers, guests, and walk-ins. They perform various functions, including providing clerical and customer support duties.

The front desk receptionist job description consists of the following major tasks, duties, and responsibilities:

• Responsible for receiving visitors by greeting them in person or on the telephone; answering or referring inquiries
• Maintains employee and department directories as a guide for directing visitors
• Offers beverage to guests where necessary
• Schedules meetings and travel for executives, as well as appointments for customers
• Documents and communicates actions, irregularities, and continuing needs to maintain continuity among work teams
• Contributes to team effort when required
• Operates telephone switchboard; answers and transfers calls to appropriate units
• Takes messages and communicates them to appropriate enquirers
• Handles outgoing mails; sorts and distributes incoming mails
• Responsible for placing outgoing calls and conference calls as needed
• Drafts, reviews, and proofreads office documents
• Responsible for basic data entry as assigned
• Maintains and stocks basic office supplies
• Responsible for operating and maintaining office machines, including printers, copiers, and fax
• Ensures compliance with company rules and regulations in the reception area.

Front Desk Receptionist Requirements – Skills, Knowledge, and Abilities for Career Success

If you are seeking the job of a front desk receptionist, the recruiter or employer will likely require that you possess certain abilities, competence, skills, etc. as a proof that you will be effective in performing the objectives, purpose, and obligations of the position that will be assigned to you.

Shown below are major front desk receptionist requirements you may be expected to satisfy if you are seeking the role:

• Education: Individuals require a minimum of a High School Diploma or GED to work as a front desk receptionist
• Customer service skills: They require the ability to provide customer support in a prompt, friendly, and timely manner. They must also be able to follow-up on a case through to resolution
• Stress management skills: Front desk receptionists require the ability to maintain composure in high pressure and fast-paced environment
• Self- starter and team player: They must be able to work both independently as well as in a team oriented environment to accomplish assigned tasks and goals
• Listening and communication skills: They require the ability to actively listen to customers or guests to deduce what their real needs are. They must also possess great oral communication skills to effectively communicate customers’ interest needs and requests to management and appropriate units; as well as written communication skills for filing and documentation
• Professionalism: They must be enthusiastic, respectful, and friendly; with a professional and welcoming presentation, and most importantly, possess a positive attitude
• Phone handling skills: Receptionists require solid phone handling etiquette to respectfully engage with guests and customers; and to promptly and efficiently handle a multi-line telephone system
• Interpersonal skills: It is vital that they possess strong interpersonal skills to relate easily with people of various background and personalities. It is also required to help them establish relationships and build rapport with employees, customers, and guests
• Computer skills: Front desk receptionists should be proficient with Microsoft Office tools and possess strong keyboarding skills to perform their job successfully
• Organizational skills: They must be Well-organized, detail-oriented, and multi-tasking, with the ability to effectively prioritize assignments. It is also important that they can adapt to change easily
• Technical skills: They require basic skills for operating and maintaining office machinery.

Conclusion

If you are hiring for the position of front desk receptionist, you will need to make and publish the job description to help interested individuals learn about what the role entails.

This post contains sample front desk receptionist job description that you can apply in creating a detailed description of the position in your company to enable you attract the best qualified candidates for the job.

You will also find this article useful if you are interested in the front desk receptionist career. It will help increase your understanding of the duties and responsibilities of the role.

Front Desk Receptionist Resources

To help in making you a better front desk receptionist and taking your career to the top, here are useful resources you can access:

Professional Organizations

Useful Blogs

Helpful Books