Receptionist Skills: The Most Important Skills for This Career

The following are a few of the most essential skills needed by receptionists to be successful in their positions:

Multitasking

Receptionists often work in a fast-paced environment such as a doctor’s office. This type of environment means that there is a need for the ability to multitask. For example, a receptionist may need to answer the phone and place the person on hold while also greeting a guest or accepting paperwork from a patient.

Receptionists also often have several tasks they must complete each day and must know how to prioritize and complete the most important tasks. Multitasking skills support receptionists in completing their tasks by allowing them to complete more than one task at a time or quickly move from one task to the next.

Communication

Receptionists must have strong communication skills, as a large component of their job is to communicate with others in one way or another. Common methods of communication that receptionists use include the phone, email, face-to-face interactions, and mail. They may communicate with various people, including staff members, employees, customers, patients, and between departments within the company they work for. Some receptionists are also responsible for communicating on behalf of another person, typically a supervisor or C-level executive.

These professionals need both written and oral communication skills as well as nonverbal skills to adequately communicate with others in the workplace. Other communication skills needed by receptionists include:

• Active listening
• Confidence
• Friendliness
• Empathy
• Respect
• Responsiveness
• Writing skills
• Honesty
• Negotiating skills

Interpersonal skills

Receptionists are often at the forefront of an office or building and therefore are the first person guests and visitors see and interact with. They must be warm and inviting and greet guests and others who come to the office in a positive way. Strong interpersonal skills ensure that receptionists interact and communicate well with others and support their ability to build relationships within the workplace.

Interpersonal skills can also help receptionists when working with other employees or supervisors at work. This is especially true in organizations that emphasize collaboration and expect their receptionists to contribute to the overall office culture and environment.

Examples of interpersonal skills for receptionists include:

• Dependability
• Active listening
• Empathy
• Teamwork
• Leadership

Technology skills

Today, many receptionists must also possess technical skills to complete their duties. The level of technology skills needed by a receptionist will depend largely on where they work and the duties they are responsible for. Most receptionists must know how to work intricate telephone systems, use email, and be familiar with how to use word-processing software and spreadsheets. Some receptionists must also know how to use more advanced technology such as file-sharing systems or different social media platforms like Instagram and Twitter.

Organizational skills

Receptionists need strong organizational skills to keep track of information and manage internal and external communication. For example, a receptionist may be responsible for managing and organizing all patient documents and will need to know how to accurately file documentation in an organized and detail-oriented way. Examples of organizational skills needed by receptionists include:

• Strategic planning
• Attention to detail
• Delegation
• Goal-setting
• Time management
• Communication skills
• Analytical thinking
• Motivation skills

Time management skills

Time management is another important skill needed by receptionists to be successful in their positions. Time management skills allow individuals to effectively manage their time to allow them to complete more and be more productive in the workplace. Because receptionists often have several tasks to complete each day, they must have strong time management skills to ensure these tasks get done.

A few of the top time management skills that receptionists need include:

• Goal-setting
• Prioritization
• Organization
• Delegation
• Planning
• The ability to handle stressful situations

Learn more: 7 Ways to Improve Your Time Management Skills

There are several things you can do to improve your receptionist skills and increase your productivity and success within this career choice. These include:

• Practice good communication skills: Because communication is a cornerstone of many receptionists’ jobs, it’s important to regularly practice your communication skills whenever possible. For example, when you are on the phone, practice your active listening skills by paying attention to what the other person is trying to convey and summarizing this information back to them. You can also practice your communication skills when interacting with others face-to-face in the workplace.
• Use professionalism when interacting with others: Receptionists must maintain their professionalism at all times throughout the day. A good way to practice professionalism is to use the same level of professionalism when interacting with everyone you come into contact with. For example, greet the mailman with the same politeness and attitude you would a C-level executive at your organization.
• Document everything: Taking notes or documentation of everything throughout the course of your day will make you more organized and detail-oriented. Keep track of all of your tasks, including anything you’re asked to do that is outside of your daily task list. You should also take notes when speaking with others on the phone or via email.
• Practice dependability: Receptionists must be present at their desks at all times to greet customers, answer phone calls, and perform other receptionist duties. Make being dependable a priority at work by ensuring you’re always available to help and being a reliable employee to your supervisors and colleagues.

There are several different ways you can utilize your receptionist skills in the workplace. These include by:

• Using an organization system: Because receptionists often must be able to document and organize a variety of information, it’s important to establish a solid organization system to use throughout the course of your day. Examples of ways to stay organized include giving everything its own place, creating a label system that allows you to quickly identify certain things, cleaning up at the end of each day, and utilizing a note-taking system to easily look at previous notes and reminders.
• Be friendly: Showing friendliness to everyone you come in contact with is a good trait for receptionists to have. Friendliness will help give off a warm and professional demeanor and support your interactions with others in the workplace.
• Dress professionally: Your appearance has a great impact on how others perceive you, and dressing professionally ensures that others see you as a professional. Wear appropriate attire that suits your place of work. For example, if your work’s dress code is business casual, be sure to wear crisp and clean button-up shirts, dresses, or sweaters. Wear your hair in a clean-cut fashion and avoid wearing distracting or overly large jewelry.
• Stay aware of what’s going on around you: As the gatekeeper of the office, receptionists must constantly be aware of who is coming into and out of the workplace. Keep track of customers or visitors who are in the office and get familiar with other offices or companies in your building so you can direct those who accidentally walk into your place of work.
• Use automation whenever possible: To increase your productivity and improve your technology skills, consider automating any tasks possible. For example, if you are responsible for handling your organization’s social media channels, consider using an automation tool that allows you to pre-schedule posts. You can also automate more general tasks such as employee notifications and the check-in process for visitors.

When applying for receptionist jobs, it’s important to highlight your receptionist skills effectively to attract employers. Use these tips to emphasize your skills on your resume, cover letter, and in job interviews:

Receptionist skills for your resume and cover letter

On your resume, create a skills section where you include all relevant receptionist skills that specifically relate to the job you’re applying for. Include one or two specific and quantifiable examples of how you’ve used each skill in your current or previous positions. You can also note your skills throughout your work history section by providing quantifiable examples of each skill in your previous roles.

On your cover letter, choose two or three receptionist skills to emphasize. For each skill, include a sentence or two on how you successfully used that skill.

Receptionist skills for the job interview

The job interview is a great place to showcase your receptionist skills. For example, you can show your communication skills by practicing active listening throughout the interview and asking relevant questions. You can also highlight your interpersonal skills by being friendly and personable throughout the interview. Treat the interviewer as you would a visitor to the office so the interviewer can see your skills in action during the interview.