WHO IS A RECEPTIONIST?

The receptionist works in what is called the ‘Front Office’. The Front Office staff

have a direct and personal contact with all guests and visitors. This makes the

reception desk the focal point of any organization. Though all receptionists have

much in common, their specific duties may vary from organization to organization.

It is quite likely that in a big hotel a receptionist has only to receive guests,

whereas in a small hotel she attends to enquiries, reservations and book-keeping as

well. Sometimes the receptionist does the work of a telephone operator. A

receptionist is briefed about her duties at the time of appointment. But there are

certain other bits of information that she will have to learn on the job. A good

knowledge of the structure of the hotel/office, the main departments of the

employees, and office procedures are among the other things a receptionist also

knows.

DUTIES OF A RECEPTONIST

Office Keys

The position of Receptionist is a key holder position. As such, you will be given a

key to the front doors to both of our campus offices.

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Unlocking the Office

As a Receptionist it is your responsibility to open the office in the morning. This

begins, quite literally, with opening the office using your office key. So it is vital

that a receptionist is not only on time to every shift but at least a few minutes early.

Preparing for the Day’s Operations

Receptionists are responsible for preparing the office for daily operations. This

consists of the following tasks:

 Turn on both printers

 Refill the paper in the printers and restock the stacks of paper we keep near the

printers if necessary

 Turn on the front desk computer

 Turn on all of the other computers in the office (both monitors and CPU’s)

While the staff members who worked most recently should have left the office

clean and organized, a receptionist still need to double-check to make sure the

office is ready for visitors. In an ideal world, the following things should already

be done, but a receptionist should still make sure that:

 Chairs are pushed under tables

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 Trash and old food is thrown away

 Workspaces are organized, neat, and mostly cleared off

 Books, handouts, & other reference materials are put away

 Supplies (bookmarks, pencils, pens, etc.) are stocked at the front desk and work

stations

Welcoming Visitors

When working the front desk, a receptionist will be the first person to interact with

individuals who visit or contact the Writing Center. He or she has the first

opportunity to put visitors at ease and make them comfortable. Remember that it is

never acceptable to just respond to an inquiry with “I don’t know.” If a visitor or

employee asks a question, a receptionist should find the answer or at least point

that person toward the answer.