WHAT DOES A FRONT DESK RECEPTIONIST DO?

Published: Oct 22, 2024 – The Front Desk Receptionist maintains the appearance of the front office and common areas while welcoming clients and team members. This responsibility includes managing correspondence, preparing mail, answering calls, and overseeing marketing and office supplies. The receptionist also coordinates first-day onboarding for new hires, confirms appointments, and maintains organized filing systems for all documents.

A Review of Professional Skills and Functions for Front Desk Receptionist

1. Front Desk Receptionist Overview

  • Compliance: Ensure adherence to all company standards
  • Customer Service: Provide a high level of service - both to internal and external customers
  • Strategic Implementation: Ensure all company initiatives and strategies are followed
  • Continuous Improvement: Always look to enhance skills and knowledge
  • Relationship Building: Proactively build great working relationships with key colleagues at all levels of the organization
  • Personal Development: Identify and plan areas for personal development
  • Safety Management: Maintain a safe and healthy working environment
  • Team Culture: Support a fun and consistent working environment for the team
  • Logistics Management: Run errands when necessary
  • Travel Coordination: Schedule travel for staff through Concur
  • Facility Management: Submit maintenance requests to the building management

2. Front Desk Receptionist Functions

  • Phone Etiquette: Answering multiple phone lines professionally and courteously and routing calls appropriately
  • Reception: Greet and process all office visitors
  • Interview Coordination: Manage applicant flow and prepare candidates for interview and/or the hiring process
  • Recruitment Support: Provide recruiting and job fulfillment support
  • Social Media Management: Assist with social media campaigns, including posting and promotion
  • Administrative Support: General office and clerical support
  • Event Planning: Plan for company trips and outings and provide itineraries to ensure off-site activities are a success
  • Customer Service: Greet visitors, clients, and fellow employees when they arrive at the front desk and provide them with any necessary directions or information
  • Communication: Answer phone calls and emails and communicate relevant information to the appropriate parties
  • Mail Management: Handle deliveries and manage incoming and outgoing mail
  • Calendar Management: Arrange appointments for employees and keep the calendar up-to-date

3. Front Desk Receptionist Role Purpose

  • Client Communication: Exceed client expectations with great communication skills (verbal and written).
  • Office Administration: Office administration, client liaison, and sales support
  • Reception Management: Manage reception and fulfill ad-hoc administration requests
  • Inventory Management: Stationery stock take, updates, printing
  • Event Planning: Take responsibility for event organization
  • Maintenance Coordination: Coordinate maintenance requests
  • Catering Management: Order catering for boardroom meetings and other events
  • Facilities Management: Take responsibility for managing office facilities
  • Vendor Liaison: Primary contact for technology, telco, and other providers
  • Document Management: Scan exhibits and produce transcripts as called upon
  • Binder Maintenance: Update and maintain exhibit binders and original transcripts

4. Front Desk Receptionist General Responsibilities

  • Office Maintenance: Maintain front office as well as common areas appearance
  • Client Welcome: Welcome all clients and team members as they enter
  • Correspondence Tracking: Track all incoming and outgoing correspondence
  • Mail Preparation: Take responsibility for preparing mail
  • Call Management: Answer the main line and transfer accordingly
  • Supply Management: Maintain all marketing and office supplies
  • Onboarding Coordination: Manage first-day onboarding for all new hires
  • Liaison Management: Liaise between new business and associates
  • Vendor Liaison: Liaise between Guardian/PAS and vendors
  • Appointment Confirmation: Confirm appointments and handle reporting
  • Document Filing: Maintain filing of all documents

5. Front Desk Receptionist Key Accountabilities

  • Front Desk Representation: Serve as the face of the food bank to all visitors, whether in person or via phone.
  • Call Management: Answer calls to the main phone number and address individual needs, transferring the caller to the staff member or department, as appropriate.
  • Caller Assistance: Assist callers with finding food, website navigation, and general questions.
  • Visitor Greeting: Greet all visitors, making them feel welcomed.
  • Mail Handling: Handle mailing of outgoing documents and packages.
  • Boardroom Management: Maintain boardroom appearance and calendar.
  • Kitchen Maintenance: Maintain boardroom kitchen, ensuring supplies are stocked.
  • Event Planning: Organize company trips and handle employee travel itineraries to ensure off-site events go well.
  • Appointment Scheduling: Schedule appointments and ensure the business calendar is accurate and up-to-date.
  • Building Security: Ensure the security of the building by having visitors follow the necessary sign-in protocol.
  • Information Communication: Respond to incoming phone calls and emails and make sure the right people receive all important information.