Receptionist at Information Clerks

Oras ng trabaho

• Receptionists and Information clerks usually work full-time. Schedules depend on the industry, with some positions working at night or on weekends.

Mga Karaniwang Tungkulin

• Greet customers, guests, and other visitors warmly. Determine the purpose of their visit and direct them to appropriate destinations.
• Subaybayan ang pag-access ng bisita at panatilihin ang mga protocol ng seguridad, tulad ng pagbibigay ng mga badge ng bisita.
• Assist with VIP visits such as special requirements or protocols.
• Answer, screen, and forward incoming calls, emails, and correspondence. Provide information or take messages.
• Schedule and confirm appointments. Maintain and update staff calendars.
• Kolektahin, ayusin, ipamahagi, at ihanda ang papasok at papalabas na mail at mga pakete.
• Provide information about the organization’s services, policies, and locations.
• Perform administrative support tasks such as data entry, filing, photocopying, taking meeting notes, etc.
• Order and maintain inventory of office supplies for the reception area.
• Operate office equipment, including fax machines, copiers, phone systems, audiovisual equipment, projectors, etc.
• Coordinate with maintenance staff, vendors, package delivery providers, and other visitors.
• Pamahalaan ang mga digital at pisikal na talaan. Panatilihin ang pagiging kumpidensyal ng sensitibong impormasyon bilang pagsunod sa mga patakaran ng kumpanya at/o mga alituntunin ng estado o pederal.
• Assist with fire and safety-related duties and building security, to include emergency response plans.
• Aid with financial tasks, as needed, such as budget management or buying items with organizational credit cards or processing travel vouchers.
• Help with travel arrangements, such as booking airline tickets and hotel accommodations.

Karagdagang Tungkulin

• Notify appropriate personnel of visitors, deliveries, or urgent messages.
• Provide support in coordinating special events, meetings, and training sessions.
• Assist in preparing reports, presentations, or meeting materials.
• Support marketing efforts by distributing promotional materials to visitors.
• Collect and process payments or fees for services when required.
• Panatilihin ang mga listahan ng contact at direktoryo para sa organisasyon.
• Assist with social media or website updates.
• Report maintenance or technical issues within the office space.
• Train and mentor junior reception staff on office procedures and customer service standards.
• Perform general housekeeping duties, such as watering plants or cleaning break areas

Soft Skills

• Katumpakan
• Kakayahang umangkop
• Pansin sa detalye
• Komunikasyon
• Konsentrasyon
• Pagiging kompidensyal
• Oryentasyon ng serbisyo sa customer
• Mabusisi pagdating sa detalye
• Kahusayan
• Focus
• Nakikinig
• Multitasking
• Organisasyon
• pasensya
• Propesyonal na pag-uugali
• Punctuality
• Pananagutan
• Pamamahala ng oras

Teknikal na kasanayan

• Proficiency in multi-line phone systems
• Pamamahala ng email
• Calendar and scheduling software
• Pagpasok ng data at pamamahala ng database
• Office software proficiency
• Document management systems (e.g., SharePoint, Google Drive)
• Operation of office equipment (fax machines, copiers, printers, audiovisual equipment)
• Mga sistema ng pamamahala ng bisita
• Mga sistema ng kontrol sa seguridad at pag-access
• Software sa pagpoproseso ng mail at pagpapadala
• Software sa pamamahala ng imbentaryo
• Financial transaction processing
• Digital record management and compliance (e.g., HIPAA, GDPR)
• Software ng pagtatanghal
• Social media management platforms
• Mga sistema ng pamamahala ng nilalaman ng website (hal., WordPress, Wix)
• Pangunahing pag-troubleshoot para sa mga kagamitan sa opisina at mga IT system
• Software sa pamamahala ng kaganapan
• Mga kaayusan sa paglalakbay
• Mga sistema at protocol ng pagtugon sa emergency (hal., mga panel ng alarma sa sunog, mga plano sa paglikas)

• Mga opisina ng korporasyon
• Institusyong pang-edukasyon
• Mga ahensya ng gobyerno
• Mga hotel at resort
• Mga opisinang medikal at dental

Receptionists and Information Clerks are expected to provide excellent customer service and manage front desk operations efficiently. As the first point of contact between an organization and visitors, they have to make a solid first impression and do their best to remain professional and courteous even in challenging situations. Sometimes, they must calmly help during emergencies and other unexpected stressful situations. Thus, the role requires plenty of patience, strong communication skills, and the ability to stay calm under pressure.

Effective time management is essential for receptionists to juggle multiple responsibilities. This includes managing appointments, addressing inquiries, and handling administrative tasks. Prioritizing and staying organized is key to their success.

As with many fields, technology is changing the role of Receptionists and Information Clerks. These days, they’ve got to be tech-savvy and fairly proficient with a wide range of software programs, for everything from customer relationship management to teleconferencing, ordering supplies online, updating websites, and other tasks.

Automated systems and virtual receptionists are becoming more common, but having a human presence on-site is still irreplaceable for most organizations. There’s always been an emphasis on customer service, but with the proliferation of online review platforms – where one upset customer can post a harsh review in seconds – many businesses are keen to ensure every customer experience is positive. 

People who excel as Receptionists and Information Clerks often enjoyed helping others, organizing events, and communicating with a wide range of people. They likely took pleasure in ensuring things ran smoothly under their watch!