Presentation on what constitutes as a task to be done by a receptionist and what qualities are essential for becoming a successful receptionist

1. JOBS AND QUALITIES
OF A RECEPTIONIST
By
Molana Omer Bin Khalid

2. RECEPTIONIST
RECEPTIONIST IS ONE OF THE FIRST PERSON THAT A CUSTOMER, CANDIDATE OR CLIENT
INTERACTS WITH WHEN MAKING CONTACT WITH YOUR ORGANISATION , SO THEY ARE
THE FACE AND VOICE OF YOUR COMPANY AND FOR THIS REASON THEY PLAY AN
EXTREMELY IMPORTANT ROLE IN REPRESENTATION OF YOUR COMPANY.
A RECEPTIONIST IS A PROFESSIONAL WHO SERVES THE CUSTOMERS OR USERS OF A
BUILDING IN A PARTICULAR AREA CALLED RECEPTION

3. DUTIES OF A RECEPTIONIST
• PROVIDES GENERAL OFFICE SUPPORT WITH A VARIETY OF CLERICAL ACTIVITIES AND RELATED
TASKS.
• THE RECEPTIONIST WILL BE RESPONSIBLE FOR ANSWERING INCOMING CALLS, DIRECTING CALLS TO
APPROPRIATE ASSOCIATES, MAIL DISTRIBUTION, FLOW OF CORRESPONDENCE, REQUISITION OF
SUPPLIES AS WELL AS ADDITIONAL CLERICAL DUTIES SOME RECEPTIONISTS MAY ALSO
PERFORM BOOKKEEPING OR CASHIERING DUTIES.
• PROVIDES GENERAL OFFICE SUPPORT WITH A VARIETY OF CLERICAL ACTIVITIES AND RELATED
TASKS.

4. • DIRECTS VISITORS BY MAINTAINING EMPLOYEE AND DEPARTMENT DIRECTORIES; GIVING
INSTRUCTIONS. MAINTAINS SECURITY BY FOLLOWING PROCEDURES; MONITORING LOGBOOK;
ISSUING VISITOR BADGES.
• RECEPTIONIST DUTIES HAVE EXPANDED TO INCLUDE A NUMBER OF OTHER
FUNCTIONS AS COMPANIES CONSOLIDATE WORK TASKS AND RESPONSIBILITIES TO
CREATE MORE EFFICIENT STAFFING PRACTICES.

5. QUALITIES OF A RECEPTIONIST
THE RECEPTIONIST REPRESENTS THE PUBLIC FACE OF A BUSINESS. IT IS IMPORTANT
THAT A RECEPTIONIST CONDUCT HERSELF IN A PROFESSIONAL MANNER TO GIVE
CUSTOMER A GOOD FIRST IMPRESSION .
CERTAIN QUALITIES AND SKILLS ARE IMPORTANT TO BE IN A RECEPTIONIST:
▪ EFFECTIVE COMMUNICTION ABILITY
▪ POSITIVE ATTITUDE
▪ PLEASANT

6. • AWARE OF TECHNOLOGY SKILLS
• DEPENDABILITY
• GOOD LISTENER
• ORGANISATIONAL ABILITIES
• POLITE
• CULTURALLY COMPETENT

7. IMPORTANCE OF RECEPTIONIST
• A RECEPTIONIST DABBLES IN A LITTLE OF EVERYTHING. SHE GREETS CLIENTS,
CUSTOMERS AND VISITORS, AND DIRECTS THEM WHERE THEY NEED TO GO. SHE
ANSWER PHONE CALLS AND EMAIL QUERIES, PROVIDING RESOLUTION. SHE KEEP
TRACK OF IMPORTANT DEVELOPMENTS LIKE PACKAGE ARRIVALS, BUT HER REAL
IMPORTANCE TRANSCENDS HER SPECIFIC DUTIES. SHE SERVES AS A UNIFYING
LINK IN THE COMPANY. CONSISTING OF IMPRESSIVE COMMUNICATIVE MANNER
HELPS IN MAINTINING PRESTIGE OF THE COMPANY.

8. CONCLUSION
• SO BASICALLY RECEPTIONIST ACTS AS A FACE OF A PARTICULAR COMPANY
COMPRISING OF GOOD COMMUNICATION SKILLS AND IS A GOOD SITUATION
HANDLER WITH SEVERAL SKILLS AND ABILITIES. MAINTAINS A COMPLETE RECORD
OF COMPANYS PROGRESS AND DETAILS ABOUT CLIENTS AND CUSTOMERS. SO THE
ROLE OF RECEPTIONIST IS VITAL IN AN ORGANIZATION AS IT HELPS IN MAINTAINING
ALL THE LINKS TOGETHER IN ORDER TO SIMPLIFY THE TASK AND FOR THE
CONVENIENCE OF OTHER EMPLOYEES.