94. Receptionist

A receptionist is a person in an office/administrative support position. The work is usually performed in a waiting area such as a lobby or front office desk of an organization or business. The title "receptionist" is attributed to the person who is specifically employed by an organization to greet any visitors, patients, or clients. A receptionist is usually expected to have a high school diploma or the equivalent, but a receptionist may also possess a vocational certificate/diploma in business and office administration. Although a post secondary degree is not normally required for this position, some receptionists may hold four year university degrees in a variety of majors. Some receptionists may even hold advanced degrees. A receptionist controls access to executives and other staff, answers questions, schedules appointments, and handles other interpersonal interactions. He or she is literally the face of the business.

Computer skills including proficiency with word processing, spreadsheet and database software including extensive Windows 2000 and Microsoft Office applications experience essential. Proven ability to be organized, detail oriented and accurate when working under deadlines. Excellent written and oral communication skills essential. Proven ability to maintain confidentiality when dealing with sensitive information. Past experience in settings where providing customer service was critical is important. Strong personal commitment to VEIC’s mission and values. Internal- Work is normally performed in climate controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is very limited. Noise level is moderate and includes sounds of normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in normal performance of job duties. External- Normal functions do not routinely require travel. Travel to special events and/or off site meetings required periodically.

While many persons working as receptionists continue in that position throughout their careers, some receptionists may advance to other administrative jobs such as customer service representative, dispatcher, interviewers, secretary, production assistant, personal assistant, Marketing and executive assistant. In smaller businesses, such as doctor's or lawyer's office, a receptionist may also be the office manager who is charged with a diversity of middle management level business operations. When receptionists leave the job, they often enter other career fields such as sales and marketing, public relations or other media occupations. The advancement of office automation has eliminated some receptionists' jobs. For example, a telephone call could be answered by an automated attendant. However, a receptionist who possesses strong office/technical skills and who is also adept in courtesy, tact and diplomacy is still considered an asset to a company's business image, and is still very much in demand in the business world.

In offices which only network with other businesses, as might be the case with a wholesaler, a receptionist is still a vital member of the team. He or she is expected to be a friendly face for companies which might want to do business, place orders, or cooperate on projects. The receptionist will manage schedules for the staff; make appointments, schedule meetings, and answer queries from other businesses in the course of a day's work. A good receptionist can be a difficult thing to find. Receptionists must be skilled at multitasking and remaining cheerful and courteous at all times, even when extremely frustrated. They must also be good at quickly reading people and their needs, determining, for example, whether someone should really be allowed to meet with a company executive. In addition to being good at managing the public, a receptionist has to be on top of the staff of the business that he or she works for, ensuring that people have the most current information about their schedules.