Calling all receptionists! We need you! receptionists are in demand and it should be obvious why, but many overlook the position. The receptionist is one of the most important positions in the office. The position involves knowing everyone in the office to communicating appointments effectively. Strong communication and organizational skills are required to be in the most demanding office position in America. We emphasize the importance of receptionists in our office and the global demand shows no difference.
Client Service
When you walk into an office, the first person you meet is the receptionist. The reception desk is the first impression clients get of the company and the work environment within the office. This impression is important for clients to see the professionalism we have with every single client and employee. Clients see that the receptionist is courteous and caring when the inquire about their appointment with an associate. Asking the client if they would like coffee while they wait may be over the top service. Usually a warm smile has the same effect.
Phone Calls
The calls are pouring in and no one can direct them to the right service or sales representative. Receptionists are here to save the day! A receptionist directs these calls, drastically reducing calls going to voicemail, and takes down information about the caller. Information gathering is crucial and businesses know this. Receptionists are in demand because of this need for client direction. Client direction is critical for any business to be successful because it safeguards important client calls from being missed or forgotten. Associates are made aware of who called for them and when, what the topic of the call was, and the call back number. Information about calls are immediately communicated to the correct executive or associate. Phone call logs give the receptionist accountability and flexibility in conjunction with organizing a set schedule of calls.
Appointment Scheduling
The grand schedule of the company is controlled and kept by the receptionist. Scheduling client appointments, conference room availability, and when people will be out of the office are just a few things receptionists keep track of. Daily planners and monthly calendars are tools for success in this position. Planners create categories for the different types of appointments and uses time management to allow enough time between appointments. Accurately logging who came to appointments and at what time is just as important as creating the appointments in the first place.
Organization
The reception desk needs to be a work of art; a design piece; an extension of the company’s personality. The receptionist is responsible for making this area neat and organized. By organizing and keeping the area clean, the receptionist, shows the clients that the company is neat and organized. Companies need to be well organized for everyday operation. Not having someone available to keep things together can be disastrous without a receptionist. Receptionists are in demand in every city in the world because of their high attention to detail in organization.
Communication
Receptionists are required to be in constant communication with employees and clients 100% of the time. Strong communication between employees and clients creates synergy in the office. A receptionist needs to have strong people skills when interacting with clients that come in. Asking the right questions of the client and directing them to the correct employee shows professionalism. Professionalism of the receptionist is imperative. The reception desk communicates like a director of a block buster film. Everyone goes to the director for scheduling, communication, and organization.