Receptionists take on the responsibility of portraying the face of a company whenever a visitor sets foot into the office. They field the questions regarding the company, They answer the phones, direct messages and calls and handle all of the important details regarding visitors, appointments, keeping policies and procedures updated and other duties according to the particular company.
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1: Pleasant Nature
Typically, a receptionist is the gateway to the company. she should have a pleasant personality and welcome visitors with a smile and a positive attitude. She should treat them well and make them feel as if they are important. Since first impressions are important, she should be able to put people at ease and make them feel welcome with a smile and her mannerism.
2: Positive Attitude
A receptionist should always have a positive attitude. Employees that are the gateway to a company should always be on their best and most positive behavior, even on a bad day. It’s their responsibility to ensure that all guests are treated accordingly and that they be able to handle all of their duties regardless of how others may treat them. Even in the wake of chaos, a good receptionist will display a positive attitude and demeanor. She’ll be able to display kindness and a sweet disposition even to the most difficult of clients that enter the office facility.
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3: Welcome Visitors
It’s the responsibility of the receptionist to welcome the visitors in a polite and positive manner. They need to treat visitors with respect and gratitude. They should also ensure that they’re comfortable with their surroundings and that the company has enough seating and a comfortable waiting room. If there is a water cooler she should ensure that there are always plenty of cups. If there is a coffee maker she should ensure that coffee is made and that in addition to the cups there is also sugar and creamer available.
4: Attend To Telephone Calls
It’s important that the receptionist answer the phones in a timely fashion and attend to the details of the callers. They should keep the information updated at all times and ensure that they are transferring calls appropriately and in a timely fashion. If they take messages those messages should be taken carefully and completely and given to the appropriate person in a timely fashion as well. When putting callers on hold, it’s important to return to them in a timely fashion and help them to feel as if they are a valued client at all times.
5: Maintain Security
The receptionist should also maintain all of the proper security procedures for the company. They will schedule meetings, monitor the register books, issue passes and or coupons to visitors. They need to handle issues that may arise regarding security should someone threaten the facility, and call the appropriate authorities as required. Whenever someone enters the facility, they need to keep track of who enters and exits the building and see to it that they’re directed to the right department.
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6: Maintain An Employee Register
An employee register is a type of logbook that lists all of the details about who enters and exits the building. They need to be aware of any issues or conflicts between various employees regardless of whether they’re personal or business related. They also need to show proof of work that is done in the register book. This book is a legal document that will help to show who is in the facility and when. If things are stolen this book can help to detail who may have been in the facility during that time.
7: Handling Postage And Stationery Duties
Receptionists must also handle the postage which is required by the office now and in the future. They must mail things out in a timely fashion and keep track of what is sent out. They must be able to account for postage that is spent and what is required. They’re responsible for the communication in this fashion for the entire office.
8: Maintain A Clean And Neat Reception Area
When visitors enter the premises and are at the reception desk, everything should be there that they require. Receptionists should handle all of the required details. Everything should be clean and be inviting and the desk should be respectable and neat. The company is being judged on first appearances so this is a very important detail. First impressions are vital to the integrity of a company at all times. Over filled trash cans should be emptied in between clients to ensure that the waiting area is clean at all times.
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9: Maintain Documents
Receptionists should maintain documents and keep them up to date. They need to remember the value of such documents. It’s their responsibility to deliver documents in a timely fashion to all members of the company and keep everyone up to date on policy changes and procedures. Documents that are outdated should be updated in a timely fashion and reflect the latest possible information regarding the company.
10: Receive Messages And Update Meeting Details
When considering the bucket list of duties and responsibilities the receptionist should take accurate messages and deliver these to the appropriate personnel in a timely fashion. Most outsiders will start at the reception desk when they’re inquiring information of the company. She should also make sure to schedule meetings and send out the appropriate reminders and details prior to the meeting.
If you want to ensure your receptionist does all of the above then get them to attend professional receptionist training in London
It’s sure to help them be smoother, faster and more efficient in the office.
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