How To Hire a Receptionist

As the first point of contact, a Receptionist shapes how your organization is perceived. Their ability to communicate with different people, think on their feet and pay attention to detail can make or break first impressions.

Here’s how to find a Receptionist who will help elevate your business.

5-Step Guide To Hiring the Right Receptionist

Steps	Description
1. Create a Receptionist candidate profile	Define the skills, traits and responsibilities required for the role
2. Write a Receptionist job description	Highlight important details like salary, benefits and inclusivity to attract a diverse pool of candidates
3. Post the Receptionist job ad	Use job boards, social media and referrals to maximize visibility and reach top talent
4. Screen Receptionist candidates	Review resumes, conduct initial screenings and assess skills through evaluations
5. Interview Receptionist candidates	Ask a mix of skills, experience and situational questions to gauge candidates’ suitability for the role

Create a Receptionist Candidate Profile 

Before hiring a Receptionist, clearly define the role’s requirements to ensure you’re targeting the right candidate. While a Receptionist’s core responsibilities often include answering phones, scheduling appointments and greeting visitors, these duties can vary depending on the specific needs of your organization.

For example, while answering phones is a key aspect of customer service, Receptionists may also be expected to handle additional customer service tasks like assisting with inquiries or managing customer complaints. 

Depending on the role, they might also be responsible for tasks like data entry or operating specialized software.

Outlining these unique responsibilities in your candidate profile allows you to focus your search better and attract individuals suited to your business’s requirements.

Additionally, consider both soft and hard skills essential for a successful Receptionist. Include personality traits that align with your company’s culture, such as professionalism, empathy and the ability to handle challenges with composure.

Below, we’ve outlined the top 12 skills every Receptionist should have:

Types of Receptionists

Receptionists serve various industries, and their responsibilities can differ widely based on the workplace. Here are the main types:

• Hotel Receptionist: Welcomes guests, manages bookings and assists with check-ins and check-outs
• Front Desk Receptionist: Acts as the first point of contact in corporate or office settings, managing visitors and calls
• General Receptionist: Covers a variety of administrative tasks in diverse industries
• Medical Receptionist: Schedules appointments, processes patient information and manages healthcare records
• Dental Receptionist: Handles patient scheduling, billing and insurance coordination in dental clinics
• Salon Receptionist: Manages appointments, customer inquiries and payments in beauty and wellness salons

Each type of Receptionist requires a specific set of skills. Understanding the role’s context is crucial when hiring for the position.

Write a Receptionist Job Description

Aside from outlining the responsibilities and required skills, your Receptionist job description should emphasize inclusivity to ensure all candidates feel encouraged to apply. This approach fosters a diverse and welcoming environment while ensuring compliance with anti-discrimination laws.

Specify whether the role is full-time or part-time, as each offers distinct advantages. Full-time positions often include comprehensive benefits such as health insurance and paid leave, whereas part-time roles provide greater flexibility.

Additionally, include details about salary, benefits and professional development opportunities. This transparency broadens the appeal of your posting. 

Here are the key sections your job description should have.

Job Title: Receptionist

Job Summary:
A clear, concise description of the role, outlining the importance of being the first point of contact for visitors, clients, and staff. It should emphasize professionalism and the role’s contribution to the company’s image.

Responsibilities:
Include core duties. Be specific about the tasks that align with the company’s needs.

Requirements:
Detail the necessary soft and hard skills. Mention any experience or certifications needed.

Salary and Benefits:
Provide a salary range (if applicable) and list benefits such as health insurance, paid leave and opportunities for growth.

Use our FREE Receptionist job description template to streamline the process.

Post Your Receptionist Job Ad

To maximize the visibility of your job ad, post it online across various platforms. In addition to well-known job boards like Indeed, Workable and Glassdoor, consider hospitality-specific platforms such as Hcareers, Hospitality Online and OysterLink. 

OysterLink is a new job platform tailored to restaurant and hospitality careers, allowing you to post hospitality jobs for free. It connects you with over 180,000 job seekers with customer service experience. 

OysterLink also provides free, valuable resources like job description templates, interview guides and salary insights for various hospitality roles. These tools help streamline the hiring process and attract the best candidates for your team.

Aside from job boards, use social media channels like Facebook, Instagram and X to promote the position. Engage with your audience by encouraging followers to share your post, amplifying its reach through their networks.

Finally, don’t overlook your team. Employee referrals are an excellent way to source qualified candidates who already understand your company culture. Moreover, referrals tend to stay longer, with 45% remaining with the company for four years or more, compared to just two years for those hired through other sourcing methods.

Properly Screen Receptionist Candidates

When screening applicants for a Receptionist position, keep an open mind about their work history. 

Instead of focusing solely on past job titles, prioritize transferable skills like communication, organization and multitasking, as these are essential for managing daily tasks, maintaining professionalism and making positive first impressions.

Below, we’ve outlined the steps to help you screen candidates effectively.

• Review resumes thoroughly: Look for transferable skills and relevant experience, even if a candidate hasn’t held a Receptionist title previously. Keep an eye out for roles where they’ve developed skills in customer service, scheduling and organization.
• Conduct initial screenings: Begin with phone or video calls to assess candidates’ communication abilities and gauge their professionalism. Use this opportunity to clarify their experience and interest in the role.
• Evaluate written communication: Pay attention to their cover letters, emails and application materials to assess professionalism and attention to detail.
• Use skills-based assessments: Test for technical proficiency, such as handling scheduling tools, managing calls or multitasking.
• Verify references: Contact previous employers to confirm a candidate’s work history and performance. You should also ask about their ability to stay organized, communicate effectively and maintain discretion.

Interview Receptionist Candidates

When interviewing for Receptionist positions, it’s important to focus on specific types of questions to evaluate candidates effectively:

• Skills and experience questions: Assess technical abilities and relevant work history
• General interview questions: Explore their professionalism and alignment with your company culture
• Situational interview questions: Test how candidates handle real-world scenarios, demonstrating problem-solving, adaptability and composure under pressure

These targeted questions help ensure employers select candidates with the right mix of skills, experience and attitude for the role.

How Much Does It Cost to Hire a Receptionist?

When hiring a Receptionist, it’s important to consider the full cost, which includes more than just their salary. Additional expenses like benefits, taxes and training contribute to the overall investment. 

Here’s a breakdown:

Salary

The base salary for a Receptionist varies based on:

• Experience: Seasoned professionals typically command higher pay than entry-level candidates.
• Location: Salaries are higher in areas with a higher cost of living, such as metropolitan cities, such as New York City and Los Angeles. 
• Industry: Specialized sectors like healthcare or legal often offer higher salaries due to advanced responsibilities.

Additional costs

• Benefits: Employee benefits such as health insurance, retirement contributions and professional development opportunities come with a cost, but offering these perks is important as they can make your offer more competitive. In fact, 87% of millennials find development opportunities important in a job. Given that millennials make up a significant portion of the workforce, it’s crucial to align your offerings with their expectations to attract and retain top talent.
• Onboarding: Onboarding involves costs for tools, courses or internal training resources to ensure smooth integration of new hires into the company.

How To Onboard Your New Receptionist

Onboarding is critical to ensuring your Receptionist settles into the role smoothly, understands their responsibilities and feels supported from day one. 

Here’s how to effectively onboard your new staff:

Introduce them to the team

The first day should be about creating a welcoming environment. Introduce your new Receptionist to key team members, including executives, department heads and colleagues they’ll interact with regularly. 

Personal introductions and a warm welcome set a positive tone for their experience at the company.

Train them on systems and procedures 

Receptionists need to be familiar with the company’s operations, systems and procedures. This includes training on:

• Phone systems: How to manage calls, transfer them and take messages effectively
• Software and tools: Any booking systems, CRM software or communication tools they’ll need to use
• Office protocols: How to greet guests, manage incoming deliveries, schedule appointments and maintain office supplies

Clarify roles and expectations

Providing clear expectations for their job is key to reducing confusion. Set clear goals and KPIs (Key Performance Indicators), outlining what success looks like in the role. 

Whether it’s answering a set number of calls per day, managing appointments or customer service expectations, be specific about what they need to achieve.

Create a supportive environment 

An effective onboarding process also includes providing the necessary resources for success. Have a mentor or a colleague available to answer questions during the first few weeks. 

Checking in regularly with your Receptionist ensures they are not only adjusting to their new responsibilities but also feel heard and supported.

Ensure a manageable learning process

Onboarding should be a well-structured and engaging process. Avoid overwhelming your Receptionist with too much information at once, but provide ample opportunities for learning and growth. 

Making the process engaging and interactive (like hands-on training or role-playing scenarios) can help build confidence and foster a positive impression of the company.

How To Retain Your New Receptionist

Employee retention is one of the biggest challenges for businesses, especially in roles like reception, where turnover can be high due to the nature of the work. 

To retain your Receptionist, focus on fostering job satisfaction and creating an environment where they feel valued. Here are some strategies:

• Provide regular feedback: Constructive feedback is essential for growth. Regularly acknowledge your Receptionist’s accomplishments, and provide suggestions for improvement in a supportive manner. Positive feedback can increase engagement and motivation, while constructive feedback can help them continue to grow in the role.
• Recognize hard work: Recognition doesn’t always have to be formal. Simple gestures, such as saying “Thank you” for a job well done or giving them public acknowledgment during a team meeting, can make a big difference. Recognizing achievements, whether big or small, builds a culture of appreciation and encourages employees to go above and beyond.
• Promote work-life balance: Receptionists, like all employees, benefit from a healthy work-life balance. Offering flexible work hours or wellness programs can help employees feel more balanced and reduce stress. This contributes to overall job satisfaction and reduces burnout, which can be a significant factor in employee turnover.
• Foster a positive work culture: A positive work environment is key to employee retention. Encourage open communication, promote teamwork and create a supportive culture where employees feel heard and respected. Regular team-building activities, celebrating milestones or simply maintaining an open-door policy can help create a sense of belonging and loyalty within your team.
• Fair compensation and benefits: Ensure that your compensation packages remain competitive over time. If a Receptionist is doing a great job, consider offering salary reviews, promotions or additional benefits to reward their loyalty and performance. Competitive pay, along with thoughtful benefits, contributes to long-term retention.