5 qualities any good receptionist should possess

A receptionist is like the cover of the book in your company. We all know that beautiful and smart covers always attract readers. A receptionist that possesses particular qualities is the face of the organization that attracts clients. The question is: what are the qualities of a receptionist that make this person so valuable?

Why is this position so significant for any business? What character features should you pay attention to when you hire a receptionist?

Let’s talk about the job of a receptionist and discuss the ideal qualities this job candidate should possess.

Who is a receptionist?

A receptionist is often the first chain of connection between a possible customer and a company; between a new client and a firm; between a service provider and a corporation. This person gives the first impression of the brand or organization. No wonder people expect to be greeted and met by a friendly, smiling, and neat-looking woman or man.

A receptionist is generally a company employee that takes care of phone calls, sets appointments, keeps various records, and performs different office tasks. This person usually works at the front desk or in the lobby. He/she is the first representative of the company the clients, customers, patients and other visitors see when they visit the organization.

Qualities of a good receptionist

The work of a receptionist is just as important as the impression he or she makes. We’ll highlight the main 5 character traits that make a stellar worker.

1. Easy communication

What does easy communication mean? There is a great word ‘rapport’ that describes special personal characteristics that means a person can find a common language with just anybody. A great receptionist should be an amazing communicator with good vocabulary and get on well with anyone who visits the company or calls over the phone.

It is possible to learn how to communicate and attract. A good receptionist should use the visitor’s name a couple of times during the conversation. He or she should look neat to please the eye when talking in person. A perfect receptionist should sound empathetic and shouldn’t be afraid to give compliments.

It is also important to speak clearly and not-super-fast. The listener should clearly understand the receptionist and obtain the necessary information.

2. Intelligence

Besides being patient, positive, and openhearted, a good receptionist must be intelligent. There is no way this type of job allows you to be rude, disrespectful or bad mannered in any way.

Humans are all individuals with their own characters and features. The work of a receptionist can be stressful due to angry visitors and clients who are unhappy with the service or product they received. Receptionists have to stay emotionally intelligent and find a way out of any situation. It is best to help resolve any unpleasant or upset situation before the client gets too upset and find a different company to do business with.

3. Professional skills

Let’s not forget about the professional side of this job. A good receptionist works with documents that can often be confidential. This is when professional skills become extra important. Some information cannot be shared, copied and even mentioned in a conversation.

A perfect receptionist is always polite, attentive, friendly, smiley, well organized, and super professional no matter what happens. Besides being a good communicator, this person should be able to really listen and hear his or her speaker.

4. Organization Skills

The list of the qualities a receptionist should possess includes the organization, multitasking, and ability to plan ahead of time. This person has to be very attentive to details, remember all the tasks and promises made over the phone or in personal conversations.

Of course, a receptionist doesn’t play a standalone role in a business or organization. This job position is not the leader of the company but it is a very important part of the whole business chain. The planning and correct organization of time are what make a company successful.

5. Tech Knowledge

The fast development of the Internet and modern technologies add new skill requirements to nearly all job positions, including the receptionist. You cannot hide from innovation. No wonder being tech savvy has already become one of the most important skills one should possess to obtain any dream job.

Receptionists should know about the phone, fax, and printer systems. They should be ‘friends’ with any software and CRM (customer relationship management) databases required for the business. They have to be familiar with the most popular applications, especially message apps, that could be used for communication between a company and potential clients.

A good receptionist is a person who leaves the best impression of the organization or company on anyone. Visitors who come across polite, accurate, sympathetic and intelligent company representative will most likely become customers or clients. They are also more likely to suggest such a firm to all their friends. This type of word of mouth recommendations is the best for any business and brand to grow and become recognizable, stronger, and trustworthy.