Front Desk Representative

Basic Function of Front Desk Agent Receptionist

A Front Desk Representative is responsible for undertaking all receptionist and clerical duties at the desk of the main entrance. They are the first point of contact for guests, visitors, and employees. The primary function of a front desk agent receptionist is to ensure that all visitors feel welcomed, comfortable and valued while on the premises.

Qualities of a Receptionist

The following are the 10 essential qualities of a receptionist:

1. Excellent Communication Skills
2. Strong Interpersonal Skills
3. Good Time Management
4. Ability to Multi-task
5. Attention to Detail
6. Positive Attitude
7. Professionalism
8. Empathy
9. Ability to Adapt to Change
10. Strong Organizational Skills

Skills Required for a Front Desk Representative

The following are the skills required for a Front Desk Representative:

1. Proficiency in English (Oral and Written)
2. Familiarity with Office Machines
3. Knowledge of Office Management and Basic Bookkeeping
4. Good Organizational and Multi-tasking Abilities
5. Problem-solving skills
6. Customer service orientation
7. Proficient in MS Office (especially Excel and Word)

Most Important in a Receptionist Role

The most important quality in a Receptionist role is the ability to provide excellent customer service. A Front Desk Representative should have strong communication skills, be friendly and welcoming, and have a positive attitude towards guests and visitors. They should also be able to handle complaints and provide accurate information.

Responsibilities

The following are the responsibilities of a Front Desk Representative:

1. Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.)
2. Greet and welcome guests
3. Answer questions and address complaints
4. Answer all incoming calls and redirect them or keep messages
5. Receive letters, packages etc. and distribute them
6. Prepare outgoing mail by drafting correspondence, securing parcels etc.
7. Check, sort and forward emails
8. Monitor office supplies and place orders when necessary
9. Keep updated records and files
10. Monitor office expenses and costs
11. Take up other duties as assigned (travel arrangements, schedules etc.)

Requirements

The following are the requirements for a Front Desk Representative:

1. Proven experience as front desk representative, agent or relevant position
2. High School diploma; additional qualifications will be a plus
3. Strong communication and people skills
4. Good organizational and multi-tasking abilities
5. Customer service orientation
6. Proficient in MS Office (especially Excel and Word)
7. Familiarity with office machines (e.g. fax, printer etc.)
8. Knowledge of office management and basic bookkeeping
9. Proficient in English (oral and written)