What Is the Role of a Receptionist? A Guide for Small Business Owners

The great news is your business is growing.

However, with growth comes important decisions. You need a bigger team but which positions do you need the most?

As more traffic comes through your doors it may be time to hire a receptionist. The first impression often determines the view a client has about your business. The person greeting your clients can make or break their experience.

Are you wondering what is the role of a receptionist? We’re here to answer that question for you.

Keep reading to learn what a receptionist does and why you need one for your office.

Receptionists Do More Than Answer Phones

It is a big misconception that the sole responsibility of a receptionist is to answer phones. Receptionist services can vary based on the company’s set-up and administrative needs.

Typically, though, you’ll find them doing the following:

Greeting Customers

The person greeting your clients needs to be a people person. They should exert positive energy, a nice smile, and understand how to interact with different people.

A receptionist needs to know how to conduct themselves whether speaking with the CEO or delivery person.

Communicating with Staff

There will be times when the receptionist has to interact with other staff members. The ideal candidate needs clear communication and strong collaboration skills.

Performing Administrative Duties

Aside from answering the phones, your receptionist can have additional duties. These can include:

• Drafting correspondence
• Monitoring the company’s social media
• Operating the copier and printer
• Overseeing the supply room
• Placing orders

In some work environments, the receptionist is also responsible for planning office events. In this case, event planning is a must among interview questions for a receptionist.

Scheduling Appointments

When asking what is the role of a receptionist, add an appointment scheduler to the list. Oftentimes the receptionist has the duty to schedule appointments with clients and vendors. They will follow-up and handle any rescheduling.

Their duties also include maintaining online booking systems.

Accepting Packages

Your business is always receiving packages from suppliers and other parties. In the absence of a dedicated mailroom specialist, it’s the job of your receptionist to accept these packages and ensure they reach the intended person.

What Is the Role of a Receptionist When It Comes to Branding?

In today’s business world branding is everything, what matters is how your customers see your business.

In an office setting, the receptionist area is your introduction. Create an inviting reception area with your logo and color scheme. The person greeting visitors is well-groomed, has a great personality, and well-versed on your brand and messaging.

Hiring the Right Person

Now that you know what is the role of a receptionist, it’s time to define the job description that best suits your business. Hiring the right person is an asset to the company’s continued growth. You want a professional with a blend of the right occupational skills and professional training.

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