The following is the first of a series of posts that will highlight some of the most common, yet important, positions held in the administrative sector of any company. We hope these posts will provide candidates and clients alike with valuable insight on the implications of working in the administrative/clerical field. Please enjoy and feel free to post your comments, experiences, and thoughts. We love to hear from you!
The Receptionist: A Ring Away from Making Business
The receptionist is the official face of a business. The first person seen when walking through the door and the first person heard on the phone, the receptionist is in charge of making the first impression of the company they work for. Such a responsibility requires set expectations that should be followed regardless of the industry their company serves. Here are three easy-to-remember rules that are sure to help anyone figure their way around the front desk.
- Every company is different, but whether you are making widgets or medical equipment, all receptionists should do that which they were hired to do: answer the phone and assist the caller. Yes, this sounds simple but unfortunately, everyone has encountered the long hold times and the phone that rings ten times without an answer. Unpleased at the service received, most hang up and seek assistance elsewhere. Hence the importance of a proper receptionist.
- In order to accomplish this goal effectively the receptionist should be well versed in the skill of multi-tasking. This trait alone can be the difference between keeping a customer and having that same customer call another company in hopes of actually finding the answers they need. Learn to send e-mails, order supplies, or work on projects while taking a call. If a patron is put on hold in order to answer another line, make sure they aren’t left waiting long. Being efficient and effective is vital to working in this facet of a company.
- Organization is also imperative in keeping the front desk working smoothly. If needed, file, label, color code, and/or alphabetize. When receiving instructions or getting trained for a new task take notes that you can refer to in the future. Do whatever is required to keep up with what’s happening in the back end of the company.
Whatever you do, make sure you do not delay advancement, but rather, you enable it.
A competent receptionist is an important asset to any company. Their strong communication skills paired with an industrious attitude make for an invaluable employee that will always portray the greatness of the company they represent. At BanyanBrown we respect and value our front desk personnel and hope that the company you represent does too. Call us anytime and hear for yourself the impact that a great receptionist can have on meeting your company’s needs.
