19. 1. Communication
Receptionists are always in contact with people, whether by phone, email or in person.
Good communication skills are therefore at the top of the list of desirable qualities. A good
receptionist is able to convey information clearly, speaks clearly and loud enough, and
masters the art of non verbal communication.
2. Multitasking
On the busiest days, the phone at the front desk is ringing off the hook. Meanwhile, people
may be waiting to be greeted personally. Appointments are to be made, messages to be
passed on, and administrative tasks to be completed.
A receptionist is constantly juggling all kinds of tasks. It’s important they can switch between
tasks smoothly, while taking into account everyone’s needs and not becoming overwhelmed
or frustrated themselves.
3. Social skills
Needless to say, a receptionist must also possess quite a few social skills to build
relationships with clients, colleagues and visitors. A bad experience at the reception can
leave a negative impression in no time. Welcoming guests warmly and with a smile is thus a
core task.
20. 4. Organization
Looking around in an office building, the reception area is often the neatest place. And so it should be. A desk
full of paperwork not only makes a bad impression on visitors, it is also a prelude of problems: documents go
lost easily and data lying around is a violation on data protection rules.
The perfect receptionist is therefore highly organized. They must be able to come up with files and telephone
numbers instantly. A tidy workspace is a must.
5. Technical skills
Complex phone systems, email, word processing programs and photocopiers hold no secrets for most
receptionists. But in a world where everyone is going digital, being up to speed with the latest technologies is a
great asset. Systems for managing rooms, smart parking and registering visitors: receptionists have to know
them all.
6. Resistance to stress
Receptionists must have nerves of steel. They often have to work under great pressure, as they have to handle
several tasks and visitors at the same time. While doing their tasks they are often interrupted by people
requesting information, by a phone call or by a new visitor, and then go back to their work. Yet they must remain
calm and focused.
21. 7. Problem solving
An unsatisfied customer, a missed appointment, a visitor who is unwell… Dozens of problems can
arise every day. It is the receptionist’s job to remain calm and find a solution. In emergency situations,
receptionists are also often the first people who have to react and decide what to do.
8. Empathy
Every once in a while every organization faces the occasional visitor who is dissatisfied, stressed, or
frustrated. To put these visitors at ease, receptionists must listen to them, be calm and empathetic,
and try not to deny the problem.
9. Reliability
Because receptionists have contact with almost every customer and employee, it is very important
that you can rely on them. No company can afford to have a phone call to go unanswered or to have a
visitor waiting at an empty reception desk.
A receptionist must be able to work independently, be punctual, return from breaks on time, take
responsibility and solve problems as they arise.
22. 10. Visitor management
Receptionists are largely responsible for visitor management. They must keep
an eye on who enters the building to ensure security. Checking in visitors and
keeping track of their records is also part of their duties.
In 2022 many companies use visitor registration software. By automating the
registration of visitors and the management of their data, receptionists can
concentrate on their many other tasks, such as ensuring a warm welcome and
creating a positive first impression.
