Receptionists perform administrative tasks, such as answering phones, receiving visitors, and providing general information about their organization to the public and customers.
Duties
Receptionists typically do the following:
Answer telephone calls and take messages or forward calls
Schedule and confirm appointments and maintain calendars
Greet and welcome customers, clients, and other visitors
Check visitors in and direct or escort them to specific destinations
Inform other employees of visitors' arrivals or cancellations
Enter customer data and send correspondence
Copy, file, and maintain paper or electronic documents
Handle incoming and outgoing mail and email
Receptionists are often the first employee of an organization to have contact with a customer or client. They are responsible for making a good first impression for the organization, which can affect the organization's success.
The specific responsibilities of receptionists vary depending on where they work. Receptionists in hospitals and doctors' offices may collect patients' personal information and direct patients to the waiting room. Some may handle billing and insurance payments.
In beauty or hair salons, they schedule appointments, direct clients to the hairstylist, and may serve as cashiers.
In factories, large corporations, and government offices, receptionists also may provide a security function. For example, they control access, provide visitor passes, and arrange to take visitors to the proper office.
When they are not busy with callers or visitors, receptionists perform other office tasks, such as processing documents or entering data.
Receptionists use telephones, computers, and other office equipment such as scanners and fax machines.
