When it’s time to hire a receptionist, the process is more than just filling a position; it’s about finding someone who can serve as the face of your company. A receptionist holds a major role within your organization, often being the first point of contact for visitors and callers.
They need to possess a unique combination of professional skills, personal traits, and work habits to excel. Here’s a closer look at how to hire the right candidate and what you should prioritize during the hiring process.
Before You Hire a Receptionist, You Must Familiarize Yourself with the Job
Before we get too far into the specifics of hiring, it’s important to clarify what makes a receptionist indispensable. While the job may seem straightforward, a receptionist is much more than a person answering the phone.
They are responsible for creating a positive first impression, managing office communication, coordinating schedules, handling administrative tasks, and sometimes even assisting with customer service duties. Their ability to multitask, stay organized, and remain calm under pressure directly influences the efficiency and professional image of the company.
Qualities to Look for When Hiring a Receptionist
- Communication Skills
One of the most important qualities to look for when you hire a receptionist is strong communication skills. A receptionist is usually the first person someone interacts with, so they need to be able to clearly convey information.
This includes answering phone calls with clarity, relaying messages accurately, and providing information in a friendly and professional manner. Excellent verbal and written communication skills are imperative, as is the ability to maintain a positive tone even during challenging situations.
- Organizational Ability
An effective receptionist is highly organized. This includes being able to manage calendars, schedule appointments, and make sure the office runs smoothly.
Look for candidates who demonstrate a strong ability to prioritize tasks and manage their time effectively. They should be able to juggle multiple responsibilities at once, such as answering phones while organizing files, greeting clients, and handling office correspondence.
- Attention to Detail
Since receptionists often handle tasks like scheduling appointments, processing deliveries, or managing sensitive information, attention to detail is a must. A good receptionist needs to be able to spot errors, guarantee accuracy, and remain meticulous in their work.
This means that the office will operate without unnecessary mistakes or confusion, which in turn improves efficiency and client satisfaction.
- Professional Appearance and Demeanor
As mentioned previously, the receptionist is often the first person a client or visitor interacts with, making their appearance and demeanor incredibly important. Though this does not mean the receptionist must dress in a formal manner at all times, they should maintain a polished and professional appearance that reflects well on the company.
Look for candidates who possess a positive attitude and can remain calm and collected in a number of situations, whether that be with a stressed customer or a busy day at the office.
- Technological Proficiency
Today’s receptionists need to be comfortable with technology tools. From managing phone systems to using office software and managing customer databases, technological proficiency is non-negotiable.
Look for candidates who are comfortable with office management software, scheduling tools, and communication platforms. If your company uses specialized programs, consider assessing whether the candidate has the ability to quickly learn new tools.
- Multitasking Ability
Receptionists are often required to manage any number of tasks simultaneously, whether it’s answering phone calls while greeting guests or organizing documents while replying to emails. A strong candidate should be able to maintain focus on multiple tasks without sacrificing quality or efficiency. Multitasking is an important skill in this position and helps keep the office running smoothly during busy times.
How to Assess These Qualities During the Hiring Process
Now that you know what qualities to look for, how can you assess these attributes in a candidate?
- Conduct a Structured Interview
A well-structured interview can help you assess a candidate’s communication skills, professionalism, and demeanor. Begin with a brief introduction of the company and then ask questions related to the key qualities you’re looking for.
Situational and behavioral questions are particularly useful. Ask them to describe a time when they had to deal with a difficult client or manage several tasks at once. Their response will give you insight into how they handle pressure and multitask effectively.
- Give Practical Tests
To assess organizational skills and attention to detail, consider giving candidates practical tests. You could ask them to schedule appointments or sort through a set of tasks to prioritize.
This exercise can give you a clearer understanding of how they work under pressure and whether they can stay organized in a fast-paced environment. You could also ask them to proofread a document or enter data into a system to evaluate their attention to detail.
- Assess Technology Skills
Given that most receptionists rely on technology, a practical demonstration of their technical abilities is highly recommended.
Have candidates perform basic office tasks like scheduling an appointment in your system or answering a mock phone call. This can reveal how comfortable they are with the technology you use and whether they will be able to adapt to your office’s tools and systems.
- Evaluate Personality Fit
The receptionist’s personality should be in keeping with the company culture. Consider whether the candidate is likely to fit well with the rest of your team and represent your brand well to customers.
During the interview, assess their interpersonal skills and see how they interact with you. A positive, friendly demeanor is necessary in this role.
Partner with General Workforce for Your Staffing Needs
General Workforce has more than 18 years of experience in staffing solutions across various sectors, and we specialize in matching skilled professionals to your business needs. Whether you need to hire a receptionist administrative assistant or fill another key position, we can help you find the ideal candidate who fits into your workplace.
Our five-step hiring process is designed to make sure we find candidates who have both the technical skills and the right personality to represent your brand. Let us help you realize the benefits of hiring a receptionist who can positively impact your business.
If you’re ready to hire a receptionist, or if you need help with any staffing solutions, contact us now.
