The Receptionist's responsibilities
Working as a Receptionist is an exciting job with plenty of variety, but too often the importance of this position is underestimated. The first contact determines the first impression of a company and is, therefore, very important. In most cases, it is a receptionist who acts as the first contact person. Moreover, there is a constant need for receptionists, almost regardless of the sector.
The Receptionist’s responsibilities
The Receptionist welcomes visitors at the front desk, showcasing strong customer service and language skills. He/she requests proof of identity, checks access and visitor badges, and guides and assists visitors. He/she receives and answers phone calls politely and efficiently. He/she also makes phone calls on other people's behalf: this involves looking up phone numbers independently, making appointments, passing on messages and asking for information.
The Receptionist can also operate standard office machines, working with a computer, managing the switchboard and using the fax. In parallel, administrative tasks are also part of the Receptionist’s job, as it is the case for Management Assistants and Administrative Assistants. This involves mainly filing and checking invoices and purchase orders. He/she also handles correspondence and sends out mailings. He/she treats all information, including confidential data, with discretion.
The Receptionist’s skills
Most companies require a number of standard skills from the Receptionist. He/she is expected to have solid language skills, good social and organisational abilities, and an ability to work with standard IT programmes, to handle domestic commercial documents and to deal with complaints.
A Receptionist has to be flexible and able to multitask. He/she must remain positive in stressful situations. He/she can schedule tasks and respect deadlines. In-depth knowledge of the company and its employees is crucial. There is no specific diploma required for the role.
The Receptionist role in various sectors
As a Receptionist, you can find work in a broad range of sectors. This includes both the commercial, private sector and the public sector. We have identified below two specific types of Receptionists that are worth mentioning.
· Receptionist in the tourism industry
You work as a Receptionist in a hotel or in another tourist facility. You welcome hotel guests and tourists both face-to-face and over the telephone. You manage the bookkeeping and check invoices. You often have to be willing to work in shifts and during weekends.
· “Flying” Receptionist
This particular Receptionist covers the absences of regular receptionists for different clients. As such, flexibility is a must, both in terms of location and working hours.
A telephone service instead of a Receptionist
There are already a number of different companies offering online telephone services. For a fee, all your incoming calls are automatically answered and transferred. This system has the advantage that not a single call is missed and that calls are always properly transferred. Moreover, in this manner, visitors and clients are always guaranteed a professional welcome. Despite these advantages, however, this system can never replace a skilled Receptionist, who handles a much broader range of duties.
Make sure to contact Rainbow for the most interesting receptionist vacancies. You can also find jobs as secretary, Management Assistant, Office Manager, Administrative Assistant, Executive Assistant, Personal Assistant and Commercial Assistant.