What Is a Desk Receptionist? A Career Guide

A desk receptionist often acts as the first person guests interact with, so in addition to your other responsibilities, you will also be the first person representing the company and creating a positive atmosphere. To become a desk receptionist, most companies require a high school diploma or the equivalent, and a degree from a university is not often a requirement. Many employers may prefer that you have prior experience working as a receptionist, customer service representative, or in another related administrative position. Employers may also have specific skill requirements for the role. Earning a certification in a specific area to learn these skills can improve your chances of being hired.

What is a desk receptionist?

A desk receptionist works at the front desk of an office, business, or medical practice. You are typically the first person customers or clients see as they enter the building or office. In addition to greeting customers and clients, you might handle phone calls, answer emails, and perform other administrative tasks. 

What does a desk receptionist do? Tasks and responsibilities

A desk receptionist’s job ​​description includes various administrative tasks. Your responsibilities as a desk receptionist will vary based on the type of company and industry that employs you. No matter what company you are working for, you will need the ability to multitask and prioritise. These skills help you be more productive. As a desk receptionist, you'll have many job duties to make your work interesting and keep you busy. 

Typically, your duties and responsibilities will include: 

• Greeting customers

• Answering and transferring phone calls

• Taking messages

• Making copies

• Responding to emails

• Scheduling appointments

• Accepting payments

• Scanning paperwork

• Entering customer or client data

• Ordering gifts for coworkers

• Organising small in-office parties and gatherings

You'll also be the first person employees see when arriving at work. This allows you to get to know fellow employees, which some employers may rely on. 

Desk receptionist salary and job outlook 

According to Glassdoor, the average receptionist's salary in India is ₹15,902 per month [1]. The job outlook for receptionists in India continues to increase as the Indian market grows, so skilled receptionists are in demand in many industries. In addition to the health care, legal, and hospitality industries, receptionists are essential in industries dealing with customer service. 

Desk receptionist qualifications

To be successful, desk receptionists need to be organised, highly motivated, and have good communication skills. You should also have basic knowledge about technology so you can work with different systems when it comes to phone lines, emailing, printing, and faxing. Knowing how to operate different software tools is a beneficial skill when processing and handling files. Some companies may have their own software system that you will need to learn, so having a basic grasp of technology can help you. Every company has its own expectations for the role of a desk receptionist, so to help you perform this job effectively, learn about the requirements to qualify.

Educational requirements 

Typically, a desk receptionist job requires a high school diploma or the equivalent. While you don’t need a college degree to work in this role, employees may require a higher level of education, especially if you are new to the field. Appropriate degree options for an aspiring desk receptionist include administrative studies, office management, communications, or business. Courses that focus on these areas can also enhance your technological skills, such as managing databases and working with common software programs. 

Professional certification

Though not always a requirement, earning a professional certification focusing on topics such as office management, hotel receptionist training, or special types of software can make you a more competitive candidate. You may also see a boost in income holding these optional certifications and more possibilities for career advancement. 

Certification programs are available from different schools and organisations. A few examples of programs that may help you land a desk receptionist position include:

• Certificate in Receptionist from the Indian Institute of Skill Development Training (IISDT) 

• HISPRO5001 Standard Certification from Hospitality International Standards 

Key skills for desk receptionists 

As a desk receptionist, you'll ensure that day-to-day operations run smoothly. This requires a combination of workplace and technical skills. Use workplace skills when interacting with others, while technical skills help you complete job tasks or operate certain job tools. Explore these examples of workplace skills and technical skills that might benefit you as a desk receptionist.  

Workplace skills 

Because a desk receptionist often acts as the liaison between the company and the customer, it's important for you to have excellent communication skills. It's also helpful to be friendly, professional, and patient. Being able to stay calm under pressure is a great asset as a desk receptionist. More workplace skills that can be useful include: 

• Organisational abilities

• Problem-solving skills

• Attention to detail

• Time management skills

Technical skills 

Working as a desk receptionist often requires using computers, phone systems, and photocopiers, making it essential to be comfortable with these tools and devices. Some familiarity with the following software may be helpful:

• Microsoft Office

• Google Docs

• Calendar software

• Data entry experience

Examples of desk receptionist jobs 

Roles for desk receptionists depend on the industry you work in and your company's specific needs. You could be a visitor-focused receptionist who mainly tends to the needs of customers or an office manager receptionist responsible for overseeing the administrative staff, physical office space, and company filing systems. More types of desk receptionists include:

• Hotel receptionists: These desk receptionists work in hotel-type settings. Typical duties include greeting guests, managing reservations, attending to guest needs, and fielding any issues that may arise.

• Medical receptionists: These desk receptionists work in health care settings. Typical duties include scheduling appointments, processing paperwork, and handling patient billing.

• Administrative receptionists: These desk receptionists usually work in a business setting. Typical duties include maintaining the reception area, taking and fielding calls, performing data entry, and ordering office supplies.

Possible career paths 

Working as a desk receptionist is an excellent entry-level job that provides many pathways for career advancement. Some possible career paths that you may transition into include:

• Office manager: This position will likely not require additional education requirements; instead, it may involve additional on-the-job training.

• Human resources (HR) manager: Some duties as a desk receptionist may be similar to those of an HR manager, like payroll or onboarding new employees. Before being considered for this role, your employer may expect you to earn a degree in business, accounting, or HR management. 

Next steps 

Becoming a desk receptionist offers many benefits to help you hone your skill set. To fine-tune your administrative skills, consider the wide selection of course offerings available on Coursera. 

Offered by Macquarie University out of Sydney, Australia, the Excel Skills for Business Specialization on Coursera includes four courses designed to take learners from beginners to advanced Excel users. To polish your resume, consider the Build a Professional Resume Using Canva course offered by the Coursera Project Network. Once you’ve refined your skills and perfected your resume, you are ready to start applying for desk receptionist positions.