What does a Receptionist do?

What is a Receptionist job?

Receptionists provide customer service assistance to visitors and clients. This involves answering calls and processing them appropriately, answering visitor concerns and requests, and fostering a welcoming environment. Oftentimes, this includes handling urgent/random administrative duties on demand. Front office receptionists work in virtually every industry.

High school diplomas and equivalents are typically required for receptionist jobs. Receptionists typically receive training on the job. Some may eventually advance to the position of administrative assistant. Multitasking is no problem for the best receptionists since they are friendly, extremely organized, and friendly.

What does a Receptionist do?

Receptionist jobs’ vary depending on the establishment where they work. During hospital visits and doctor’s appointments, receptionists collect patient paperwork and direct the patient to the correct waiting room. Visitors to the corporate headquarters can be greeted, and conference rooms and conference areas are scheduled. The beauty or hair salon’s receptionist makes appointments for clients directs them to the stylist, and may also serve as the cashier. Factories, large corporations, and government entities may provide identification cards to visitors and arrange for staff to take individuals to the appropriate departments. Passengers requesting departure times, arrival times, or stops can contact the bus and train companies for information about departures, arrivals, and stops.

Receptionists use electronic devices like computers, telephones, and other electronic devices. While many businesses use answering machines or other automatic systems for taking messages, receptionists still provide notifications of public and customer arrivals as well as cancellations. They are often expected to perform a variety of office tasks when not busy to assist other administrative employees.

Receptionist job duties include:

Receptionists’ specific responsibilities vary according to the company. The following are responsibilities that need to be covered:

• Welcome visitors and clients with a positive attitude.
• Making clients feel at home in the office by pointing them in the right direction.
• As necessary, announcing clients.
• Workplace security is maintained by managing badges, collecting them, and checking them as needed.
• Assistance with a variety of administrative duties, which may include faxing, copying, preparing travel plans, and taking notes.
• Room preparation for meetings, appointments, and training.
• Assisting with the routing of calls and answering the phones professionally.
• Assisting colleagues.
• Assisting with ad hoc administrative tasks.
• Phone calls are answered, forwarded, and screened.
• Management, development, and recruitment of junior administrative staff.
• Deliver excellent customer service.

Job brief for Receptionist

Receptionists play a critical role in making a company’s first impression; this impression can greatly influence the company’s success. Companies would welcome candidates with the following skills. 

• Microsoft Office Suite proficiency
• Knowledge of office equipment (such as fax machines and printers)
• Attitude and appearance that reflect professionalism
• Having the ability to interact efficiently verbally as well as in writing
• When problems arise, the ability to be proactive and resourceful is key
• A great deal of organizational ability
• Skills in time-management and multitasking, with a focus on priorities
• Orientation towards customer service
• A high school diploma; office management certification would be an asset.

Responsibilities of Receptionist

• Respond to questions from visitors and welcome them in a friendly manner.
• Keep all shared areas organized and neat at all times, including the reception area.
• Record visitor requests and phone calls in a detailed and accurate manner.
• Receiving deliveries; sorting and distributing incoming mail.
• Ensure supplies are restocked as necessary.
• Keep the filing system for the general office up-to-date.

Requirements for Receptionist

• A degree from a university or college is an asset.
• An understanding of the functions of a receptionist job or a related field.
• Writing and verbal communication skills are excellent.
• Skills in Microsoft products such as Excel, Word, and Outlook.
• Ability to manage time well.
• Administration and clerical skills.
• Capable of contributing positively to a team and participating in various tasks as necessary.

Average Salary for Receptionist

Average Salary for Receptionist in Malaysia

In Malaysia, the receptionist role is vital across various sectors.

Receptionists here often have opportunities for career advancement into administrative roles within organizations.

Industry-Wise Salary Comparison in Malaysia

Here’s how salaries differ across industries in Malaysia:

Career Path for Receptionists in Malaysia

The career path usually follows these stages:

• Entry-Level Receptionist: Learning foundational skills while assisting senior staff.
• Administrative Assistant: Gaining experience managing smaller office tasks.
• Office Coordinator: Taking on larger responsibilities within the office environment.
• Office Manager: Overseeing all office operations and managing a team of receptionists and administrators.

Key Skills

Certain companies might seek to hire applicants with previous experience in clerical, admin, or receptionist job positions. It is not required to hold a higher education degree to become a Receptionist. However, Receptionists should be able to undertake the below duties:

• Skills related to the organization
• Detail-oriented
• Multitasker of exceptional abilities
• A highly effective communicator
• Quite courteous
• Ability to provide excellent customer service

Why pursue a career as a Receptionist?

Receptionists are in a great position to learn all there is to know about their company’s business. Moreover, a receptionist who excels at their job is likely to be noticed by management. A receptionist often takes on the role of a secretary or takes on other duties. 2014 was predicted to be a year of faster employment growth for receptionists than that for all occupations. Business and professional services are expected to grow in importance, resulting in many new jobs. An increase in turnover among receptionist jobs will also provide numerous employment opportunities. Office automation is unlikely to impact receptionists negatively, given their need for interpersonal skills. Those with word processing and office skills will have the best chances of finding work. 

Experienced receptionists and employers with a large and geographically diverse workforce earn more money. More experienced and skilled people earn more money. Health insurance, as well as paid vacation and holidays, are common benefits of receptionists. Employers may also provide educational assistance to employees.

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How to become a Receptionist?

As administrative clerks, receptionists work for a variety of companies, ranging from architects to doctors. The receptionist job’s specific duties vary greatly by workplace, but generally, they answer incoming calls and route them to customers. Assisting employers with outgoing and incoming mail, faxes, and emails is another part of their function. We’ve got all the reasons why working as a receptionist could be the right move for you if you’re looking to transition into a new position that’s rewarding, fun, and has great prospects. 

1. A high school diploma is required for a receptionist job profile. Despite this, employers prefer to hire receptionists who have an administrative background as well as experience. To learn administrative skills, you can earn a certificate in clerical studies or office assistance, which covers subjects such as data entry, payroll accounting, word processing, financial accounting, customer service, and office management.
2. After acquiring the skills needed for the receptionist job, it is time to search for a job. A receptionist can work in several different industries. The list of potential employers is lengthy and includes a range of organizations, including insurance companies, religious organizations, publishing companies, design firms, market research firms, charities, scientific organizations, and real estate firms.
3. Those who have proven they are capable of mastering clerical skills may have a good chance of advancing to higher positions such as administrative assistants, personal assistants, and secretaries. If receptionists want to advance in their careers, they should focus on networking within the industry and honing their administrative skills.

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