Receptionist Duties

Receptionist Duties Receptionist Duties and Skills Receptionist duties have expanded to include a number of other functions as companies consolidate work tasks and responsibilities to create more efficient staffing practices. This pivotal job function requires a range of skills to successfully perform all the activities associated with a receptionist position. Find a comprehensive list of both the tasks and skill requirements included in the current role of a receptionist. Complete List of Receptionist Duties and Responsibilities Depending on the company the receptionist can be responsible for any of the following:Receive Visitors greet visitors appropriatelydetermine visitor needs in a professional mannermaintain visitor registeroffer refreshments to visitors where appropriatedirect visitors to correct personensure back up when absent from reception desk Answer Phone Calls answer and address incoming phone calls in a timely and polite mannerclearly determine the purpose of the calldeal with queries and provide correct information forward calls to appropriate persontake and deliver messages accurately and completely Manage Mail sort and distribute incoming mail prepare outgoing mail for pick-up or courierorganize courier deliveries Monitor Security monitor people coming and going through the reception doorsissue visitor passes where requiredbe aware of and report suspicious activity Financial monitor and record petty cash paymentsbalance petty cashprepare travel vouchersbasic cashiering dutiesbasic bookkeeping duties Clerical photocopy and collate documentsfax documentsfile documents accuratelymaintain equipment and report any malfunctionsmonitor, control and order office supplies Organize Meetings book meeting roominform participantsset up meeting room with necessary stationary and equipmentorganize catering for meeting Secretarial Support prepare correspondence and documentsupdate databasesorganize mailingsprepare and maintain spreadsheetsschedule and follow up on appointments Reception Area Maintenance keep reception area clean and neatmaintain and organize reading material Front Office Receptionist DutiesMedical Receptionist Duties List of Core Receptionist Skills Find out the skills needed to successfully perform these receptionist duties. Personal Presentation maintain a neat and well-groomed appearancemaintain an attentive posturerespond professionally to visitors and callersCompany Representation maintain confidentiality and show discretion adhere to company policies and proceduresrepresent organization in an ethical and professional mannermaintain a complete knowledge of organizational structure, personnel names and titlesremain calm under pressure Communication skills write well using correct grammar and spellingcommunicate verbally with confidence and clarityask effective questionslisten actively and respond with empathyfollow instructions properlyunderstand and respond to non-verbal signalsCustomer Service Orientation clarify customer needsprovide solutions and support to the customer using in-depth knowledge of company products and servicesdeal effectively with difficult customers Computer Skills MS WordOutlook ExcelInternet/Intranetaccurate and fast typing skillsWork Managementset priorities, plan and organize tasksschedule activities accurately find and use resources effectivelypay attention to detailcomplete tasks on timeInformation Management locate and collect informationorganize informationdistribute information efficiently Receptionist Job Descriptions