The receptionist is one of the first people your customers or partners see when entering your office or building. He or she is often the first voice any person will hear when getting in touch. Therefore, it is imperative to know how to find a good receptionist for your business.

In this article, we will discuss what receptionists do and the qualities they should possess. It’s not easy to find a good receptionist, but you can find the right one if you know what skills they should have.

What Does a Receptionist Do?

The duties of a receptionist are not easy and can vary from one company to another. You should know what tasks your receptionist will handle if you want to find a good person to fill the job.

The most common duties of a receptionist are:

*  Greeting visitors and receiving messages or deliveries

*  Answering calls and handling a switchboard

*  Maintaining directories

*  Assisting other administrative staff with overflow work

*  Word processing, data entry, and searches

These duties are all important. Therefore, you need someone with excellent skills that can cover these tasks. The following skills are the most essential qualities you need to look for.

Communication Skills

Excellent communication skills are a must for receptionists. He or she should also be a great listener and understand what true customer service is.

Your receptionist should be able to connect with people properly. These days, these tasks are outsourced to virtual receptionist services, which can help you find great receptionists.

People Skills

Good communication skills should also come with great people or interpersonal skills. Favor a candidate who can collaborate with others and give or receive criticism. Moreover, the candidate should be immune to petty -- or sometimes nasty -- office politics. Friendliness and likeability are also important qualities.

Listening Skills

A receptionist should also know how to listen effectively. He or she must listen closely to what the clients are saying.

Active listening may be difficult for some people, but it is not a problem for great receptionists. Through active listening, he or she can connect with the customers and solve their problems quickly.

It is also a bonus if, through listening, the receptionist can learn new skills and work more efficiently to advance in their career.

Technical Genius

As a receptionist, the candidate will have access to various technologies to help with the workflow. The most common of these techs demand technical skills.

Your receptionist should be knowledgeable in using phone systems, copiers, printers, and other machines and devices.

Word processing skills are also a must. This person should also be familiar with Excel, desktop publishing, social media, and other software that can help him or her perform tasks more efficiently.

If special technical skills are necessary for the role, make sure the person has them.

Organization and Dependability

An organized desk, workplace, documents, and person can make the job easier. Your candidate should know where to find files, phone numbers, and directories if necessary.

He or she should also:

*  Be comfortable working independently

*  Keep track of duties

*  Prioritize tasks effectively

*  Work without direct supervision

Dependability is super important. The phone should not go unanswered for a long time, and there shouldn’t always be a long line of impatient customers. An empty reception desk is a no-no.

Positive Attitude

A positive attitude ranks among the qualities that employers value the most. The receptionist should radiate cheerfulness because people can sense positivity regardless of the communication channel.

A positive attitude can show customers and business partners that the company has an interest in them and satisfying their needs.