Listing Receptionist Duties on Your Resume (With Examples)

By Indeed Editorial Team

January 17, 2021

A receptionist is usually the first person clients interact with when contacting or visiting a business. A carefully crafted receptionist resume will highlight the skills and experience you need to be successful in the role. In this article, you will learn the most common responsibilities of a receptionist, the most important skills for a receptionist to have and how to list receptionist experience on your resume.

What does a receptionist do?

Receptionists serve as a business’ front-desk associate and are responsible for several administrative support duties that keep the office running efficiently. Receptionists may greet visitors, handle incoming and outgoing correspondence, maintain files and records, perform data entry, maintain office calendars and schedules, keep the office clean, safe and organized and keep office supply inventory fully stocked.

Related: Browse current receptionist job postings

Common receptionist duties

Some of the most common duties for a receptionist include:

  • Telephone and front desk reception

  • Database and records management

  • Customer service

  • Executive and administrative support

  • Calendar management

  • Office and supply maintenance

Telephone and front desk reception

Receptionists are the first people to greet clients via both telephone calls and visits to the business. Their responsibilities associated with telephone reception duties include answering incoming calls, taking messages, directing calls to the correct party, checking voicemails and returning missed calls. Receptionists may also answer general questions that clients and vendors have about the business.

When a client or vendor is visiting the business in-person, a receptionist greets the visitor and directs them to the proper location. A receptionist may also ask the visitor to wait in the lobby while they contact the correct party to escort the visitor. The receptionist may also maintain the guest logs.

Database and records management

Receptionists may complete general office records and data management by maintaining the office’s filing system, recording information received in communications with vendors and clients and collecting and distributing incoming and outgoing mail.

A receptionist may be responsible for both a business’ physical mail and email communications. Receptionists may also collect personal information from new clients and verify and record this information when necessary. For example, a receptionist in a medical office usually collects new patient information and verifies their insurance coverage.

Customer service

The role of a receptionist is critical to a business’ customer service as the receptionist is often the person a client or vendor communicates with the most and is the first person they interact with when contacting or visiting the business. Receptionists need to have excellent customer service skills, including the ability to remain calm and friendly when resolving concerns.

Related: 9 Ways to Provide Excellent Customer Service

Executive and administrative support

Receptionists may provide executive and administrative support such as preparing and presenting reports and spreadsheets to executives, preparing meeting and training rooms and taking meeting minutes.

Calendar management

Receptionists are usually responsible for maintaining calendars and schedules at the office. They may schedule clients and vendors for telephone or personal meetings, confirm client and vendor appointments, schedule office personnel for off-site responsibilities and schedule company events. Receptionists may also schedule and coordinate travel arrangements for office personnel.

Office and supply maintenance

Receptionists perform general office maintenance tasks such as keeping the office clean, safe and organized. They also check office supply inventory, order new supplies and distribute supplies as needed.

Skills to highlight on a receptionist resume

The following skills are important to the success of a receptionist:

Communication skills

Receptionists need excellent verbal and written communication skills as they greet clients and visitors, answer phone calls and respond to emails. Receptionists also need to effectively communicate with executives and personnel throughout the business.

Time management skills

Time management skills refer to an individual’s ability to perform multiple tasks and complete projects and tasks on-time. Receptionists often perform multiple tasks throughout their day and need to prioritize these tasks to complete their duties in a timely manner.

Technology skills

Technology skills refer to the ability to type and use office equipment such as computers, telephones, copiers, fax machines and printers. Receptionists often have a multi-line telephone they need to manage and also perform office management tasks such as filing, copying, printing, faxing and mailing. Receptionists should also have at least intermediate skills in using the Microsoft Office suite of products.

Customer service skills

Receptionists often are the first people customers and vendors reach when they have an issue or a concern. They need to remain calm, acknowledge and research concerns and resolve issues or direct them to the correct party for resolution while maintaining a professional and friendly demeanor.

Confidentiality

Receptionists may have access to personal and confidential client and vendor information such as medical histories, employment information, family histories, contact information and more. It is important for a receptionist to show professionalism in maintaining client and vendor confidentiality.

Organizational skills

Organizational skills refer to the ability to plan, prioritize and manage office responsibilities. Receptionists need excellent organizational skills because they schedule and confirm appointments, direct client and visitor communications to the correct party, direct clients and visitors to the right location, take notes in meetings and maintain the organization of the office.

Related: Administrative Skills: Definition and Examples for Your Career

How to list receptionist duties on your resume

Follow these steps to list your experience performing receptionist duties on your resume:

1. Read the job description

Begin by reading the job description to find keywords targeting the specific skills, qualities and experience the employer is looking for. The job description will also likely list some of the core responsibilities a successful candidate will perform in their role.

2. Make a list of your experience

Write out a list of all the experience you have gained through working or volunteering. You can also include awards and accomplishments you have achieved that prove your experience and skill.

3. Find your strengths

Review the list of your experience and accomplishments and find the experiences that exhibit your greatest strengths and that are most relevant to the receptionist job description.

4. List your experience on your resume

Write out your experience on your resume in a detailed manner. Use numbers, percentages and values to quantify experience when possible. Try to show your professional growth and development over time in your experience section.

5. Prepare to answer questions about your experience

The interviewer or hiring manager may ask you specific questions about the experience you include in your resume. Prepare to answer these questions with detailed explanations and examples of your performance in prior roles.

Receptionist duties resume example

Here is an example of an experience section from a receptionist resume:

Law Firm of Kevin James, Sarasota, Florida
August 2018 – August 2019

  • Greet and welcome clients and visitors and create a positive first impression of the company

  • Gather new client information during the initial phone call and initial meeting and maintain confidentiality

  • Direct visitors to wait in the lobby while notifying attorneys and legal staff of the visitor’s arrival

  • Prepare meeting rooms and attend initial client meetings and depositions to take notes

  • Answer incoming phone calls and return missed calls, respond to voicemails and emails and distribute incoming mail

  • Schedule appointments and maintain calendars for a staff of four attorneys and six paralegals

  • Prepare travel arrangements and accommodations for attorneys, clients and witnesses as needed

  • Maintain both physical and digital filing systems and creat a more efficient filing process

  • Maintain office organization by cleaning and organizing office daily and checking office supply inventory weekly and re-ordering supplies as needed

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