Duties of a Front Desk Receptionist

Hiring a front-desk receptionist to serve as the face of your company starts with a well-drafted job description outlining the duties of the position. Include in the job description the typical responsibilities required of receptionists, but don’t hesitate to add in duties that are particular to your business, such as handling the completion of introductory paperwork when new clients first arrive. As long as the job description is clear upfront and ties duties to fair pay, it can help you find the perfect person for the job.

Greeting Business Visitors

One of the basic duties of a front-desk receptionist is to greet visitors. The receptionist is the first, and sometimes only, person visitors to your shop or office may meet. Although this is an entry-level role, a successful receptionist must be both an excellent communicator and a strong administrator, comfortably interacting with individuals of all persuasions and professional levels.

When guests arrive, the front-desk receptionist should warmly welcomes them, sometimes taking their coats, providing refreshments and answering basic questions regarding the business, such as hours of operation. The receptionist should make it a point to be knowledgeable enough to provide a brief explanation of the products and services your company offers.

Answering Incoming Calls

In addition to in-person greetings, a front-desk receptionist is responsible for answering all incoming calls. Depending on the size of your company, the receptionist should be versed in your telephone system to accomplish this task. Screening calls as requested, the receptionist routes calls to their proper recipient, taking and relaying messages as needed.

Distributing Incoming Mail 

In some companies, a front-desk receptionist oversees the distribution of incoming and outgoing mail. When mail arrives, the receptionist sorts it, eliminating junk mail and identifying pieces of the highest priority. The mail gets distributed according to company policy.

A front-desk receptionist may either hand deliver each piece of mail directly its recipient or place the parcels in an appropriate interoffice mail slot. The receptionist also signs for priority or overnight packages as they arrive.

Preparing Outgoing Mail

On a daily basis, the front-desk receptionist prepares outgoing mail for pickup by the postal service or overnight courier. If an individual or business needs documents in a rush, the receptionist contacts a messenger service and provides all necessary instructions.

Administrative and Clerical Tasks

A front-desk receptionist may also perform a variety of clerical tasks, including drafting correspondence, preparing financial spreadsheets and creating presentations. Managing the calendars of senior team members and making business travel arrangements may also fall under the purview of the front-desk receptionist in small- or mid-size businesses. The front-desk receptionist is also sometimes charged with ordering office supplies, filing documents, making photocopies, and sending and receiving faxes. In some instances, the person siting out front may also perform light bookkeeping tasks.