A receptionist (sometimes referred to as an administrative assistant) is someone who performs various administrative tasks, including answering telephones and giving information to the public and customers. Receptionists are often the first employee that the public or customer has contact with. They are responsible for making a good first impression for the organization, which can affect the organization’s success.
What does a Receptionist do?
Receptionists typically do the following:
- Answer, screen, and forward telephone calls
- Greet walk-in customers and other visitors and escort them to specific destinations
- Contribute to the security of the office by helping to monitor visitors’ access
- Obtain or send information or documents using a computer, mail, or a fax machine
- Perform other administrative support tasks, such as keeping appointment calendars
- Copy, file, and maintain documents and records
- Collect, sort, distribute, and prepare mail and courier deliveries
- Process and prepare travel vouchers or other documents
Although some tasks are common to most receptionists, their specific responsibilities vary depending on their work establishment. For example, receptionists in hospitals and in doctors’ offices may gather patients’ personal and insurance information and direct patients to the proper waiting room. In corporate headquarters, they may greet visitors and manage the scheduling of the board room or common conference area. In beauty or hair salons, they arrange appointments, direct clients to the hairstylist, and may serve as cashiers. In factories, large corporations, and government offices, receptionists may provide identification cards for visitors and arrange for escorts to take visitors to the proper office. Those working for bus and train companies respond to passengers’ inquiries about departures, arrivals, stops, and other related matters.
Receptionists use the telephone, computers, and other electronic devices. Despite the widespread use of voicemail or other automated systems, many receptionists still take messages and inform other employees of the public’s or customers’ arrivals or cancellations of appointments. When they are not busy, receptionists are usually expected to help other administrative employees by doing a variety of office tasks.