The receptionist office - Business Studies Flashcards
What is the receptionist’s office?
This is a room located at the entrance of an organization where the receptionist can carry out his or her duties.
Who is a receptionist?
A receptionist is a staff of an organization, who is usually in the waiting area of an office, such as a lobby or front office, responsible for receiving and directing visitors to the organization.
List 8 importances of a receptionist
The receptionist is the face of the company and also a unifying link in the company.
The receptionist helps welcome guests who enter the business or organization.
He or she aids in guiding guests to the right offices.
The receptionist makes sure that mail is sorted and handled with extreme care.
He helps other officers working at the establishment to take calls.
The receptionist assist his boss in making appointments.
Keeping office records secure by keeping them in shelves or on the computer is one of the receptionist’s key responsibilities.
Visitors’ confidence is inspired and maintained by the receptionist.
List 11 qualities of receptionist
He should always be polite and composed, regardless of how the visitor acts.
The receptionist shouldn’t express personal feelings or opinions about a client’s or visitor’s behavior.
He needs to pay full attention when attending to his clients and customers.
He should appear clean and decent
He ought to exercise discretion and respect for privacy. This suggests that the receptionist shouldn’t spread rumors about what he overhears or sees at work.
He or she should display maturity in resolving the concerns raised and possess strong interpersonal skills.
When responding to questions, he or she should be respectful. This involves responding with “Sir” or “Ma” and speaking clearly and cheerfully.
He needs to exercise patience when interacting with clients, guests, and coworkers.
He should be dedicated to duty and loyal to his organization, meaning to come early and ready to spend extra hours, if necessary.
The management of the company should be able to trust the receptionist since he is the visitor’s first contact with the organization.
He must have excellent communication skills and able to read and write.
List 7 duties of a receptionist
Meeting and greeting clients.
Booking meetings.
Arranging couriers.
Keeping the reception area tidy.
Answering and forwarding phone calls.
Screening phone calls.
Sorting and distributing post.
How should a receptionist greet visitors
As soon as a guest enters the office, approach them and — you guessed it — greet ‘em! Follow that greeting with a friendly “How may I help you?”
Appropriate dress code for female receptionists
For women, they should wear dresses, skirts or slacks, and casual blouses. Top such outfits with coordinated cardigans or unstructured jackets. Ensure the clothing is not revealing; nothing too tight or sheer, off the shoulder, or low-cut.
Appropriate dress code for male receptionists
for men, top such outfits with coordinated cardigans or unstructured jackets.
