What's the Day-to-Day for a Receptionist?

Being a receptionist is often mentioned as an entry-level job. What exactly does it involve? Does it require specific skills I should start working on even before applying for such positions?

Being a receptionist entails a wide range of duties and requires a strong skill set ranging from communication and organization to technical knowledge. The roles and responsibilities can vary from workplace to workplace, but some tasks are quite universal.

As a receptionist, you are usually the first point of contact for any person walking through the company's doors. You're expected to greet customers, clients, or visitors in a pleasant and professional manner. You might have to verify their identification, direct them to the correct office, or even provide them with a visitor's badge.

Daily tasks typically include handling incoming and outgoing calls, taking and delivering messages, scheduling and confirming appointments, processing mail, ordering office supplies, and handling basic inquiries about the company. You may also deal with general admin tasks, like typing, filing, and managing databases.

The job also involves a fair amount of problem-solving. For example, when the person scheduled to meet with a client is unexpectedly absent, you might have to determine how to reschedule the meeting or find an appropriate alternate.

In terms of skills, strong communication abilities are paramount. You'll need both excellent verbal communication for phone calls and face-to-face communication, and written communication for emails and messages. You also need to be tech-savvy, as the role frequently requires familiarity with office equipment, like photocopiers and fax machines, as well as software (think Microsoft Office, project management software, or specific industry tools). Receptionists also need to be organized and able to multi-task, as managing multiple lines of phone calls, a busy counter, and several administrative tasks simultaneously can be quite common. The ability to stay calm under pressure is also critical.

Bearing all of this in mind, any experience you can gain (like volunteering for a front desk at a local community center, for instance) would certainly be valuable. Developing your IT skills—particularly your proficiency with word processors, spreadsheets, and email—would also be beneficial. Yet it's just as important to hone your interpersonal skills and ability to keep cool in challenging situations, as these are core aspects of the receptionist's role.