Head Receptionist Job Description

Head Receptionist Job Description

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Head receptionist provides administrative assistance to various functional areas of the corporation, including mail and/or courier processing, booking meeting rooms, catering, etc.;.

Head Receptionist Duties & Responsibilities

To write an effective head receptionist job description, begin by listing detailed duties, responsibilities and expectations. We have included head receptionist job description templates that you can modify and use.

Sample responsibilities for this position include:

To ensure team members have current knowledge of the booking systems, meeting rooms, site facilities, local area and other general product knowledge necessary to perform their duties
Manage daily and quarterly meeting room requests and co-ordinate the booking of meeting rooms making effective use of the room booking system
Handles the phones and the reception desk
Assembles and summarizes information as required
Prepares charts, graphs and tables for presentation or inclusion in reports
Ensure consistent high standards of customer service across all UK NAP receptions
Develop and oversee processes and procedures such as Reception manuals, templates, Standard Operating Procedures
Strive for continuous improvement in the way the Reception team assist the NAP business as a whole
Investigate better management systems where applicable – such as telephone statistics, staff contact information etc
Develop and share best practice between Reception teams other Facilities staff as applicable

Head Receptionist Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Head Receptionist

Typically a job would require a certain level of education.

Employers hiring for the head receptionist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Hotel Management, Business

Skills for Head Receptionist

Desired skills for head receptionist include:

Health and safety procedures / policies
Access and Internet research skills helpful
Booking systems
Capacities and Catering policies so as to efficiently support the PA Community
Excel
History of Framestore
Local area and local services
Meeting room layouts
Meeting rooms
Our projects and clients so that every person is managed in a personalised way

Desired experience for head receptionist includes:

Line management of all reception staff, developing staff, managing appraisals, disciplinary, rotating holiday, recruitment
Ensure that the resources of the Reception team are effectively deployed taking into account peak and trough periods, breaks etc
Personally support reception during key hours including lunch breaks, providing hands-on support, training and guidance to drive & improve standards
Ensure team members are encouraged to participate with putting their ideas forward and being open and honest with each other
Monitor telephone answer system ensuring all targets are me and calls are answered
Training and development of the reception team if needed

Head Receptionist Examples

1

Head Receptionist Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of head receptionist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for head receptionist
  • Monitor main switchboard, direct calls and/or take messages
  • Monitor reception emails and action accordingly
  • Ensure reception, office and meeting room environments are clean and tidy at all times
  • Administer visitor sign in process and provide site inductions
  • Collect, sort and distribute internal/external mail and faxes
  • Coordinate all meeting room bookings, arrange catering when needed and maintain the Board Room
  • Key liaison officer for building management
  • Prepare all outgoing freight for collection and general mail to be delivered to the local post box
  • Order stationary, kitchen supplies, uniforms, special equipment
  • Manage contacts lists for internal staff, clients and suppliers
Qualifications for head receptionist
  • Liaise with external maintenance, office equipment suppliers to ensure efficient and timely service
  • Uses effective customer service skills to meet the needs of the patients, families and the staff to facilitate patient flow
  • Most tasks will arise and be completed day to day with a very short term focus, however it is important that the incumbent keeps a long term focus in mind, especially in terms of office costs and contracts
  • Passion for hair and TIGI, and be a strong representation of the brand for those visiting the TIGI studios
  • Ability to organize and manage numerous tasks at one time and prioritise
  • Ability to work to short deadlines
2

Head Receptionist Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of head receptionist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for head receptionist
  • To ensure that all Front of House tasks such as visitor pre-registration
  • To expedite the satisfactory resolution of any problems that may arise
  • Forecast visitor footfall and determine supply levels required to manage the service
  • May be required to cover security duties during periods of absence
  • Must carry, or be able to obtain, a valid SIA license
  • To undertake any other duties commensurate with this role as determined by the Facilities Manager
  • Meet and greet all visitors with a warm and professional welcome
  • Liaise closely with other departments Maintenance, Catering, HR and Marketing Events, ensuring accurate communication takes place
  • Catering- Order and maintain tea, coffee and dispensable for the client refreshment bar
  • Assist and support the Admin and Executive Assistant teams in liaising with executives, provide phone and diary cover during absence or meetings
Qualifications for head receptionist
  • Flexible - You may be asked for example to work in the post room or to assist with meeting room set-up
  • Time keeping - Be on time to start your shift/working day
  • Previous experience in leading/supervising a team
  • Experience of working with hotel/spa booking and scheduling software is desirable
  • Genuine interest in holistic spa philosophy
  • Committed, enthusiastic, organized and customer focused
3

Head Receptionist Job Description

Job Description Example
Our innovative and growing company is looking for a head receptionist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for head receptionist
  • Act as a first point of contact to welcome all visitors & staff on arrival & departure, informing all relevant staff members of their guest’s arrival
  • Receive & book all meeting room requests, ensuring any refreshments or equipment requirements are provided and to ensure the rooms in general are kept to a high standard at all times
  • Receive & sort all incoming mail & deliveries, swiftly notifying all relevant recipients / departments of their arrival
  • Ensuring all out-going mail is prepared and ready for collection by Royal Mail, FedEx & DHL each day by their respective deadlines
  • Book any courier requests as required from Head Office & across our London shops, ensuring swift & accurate tracking updates and completion check off
  • Assist and support with department requests such as training events & presentations, setting up spaces and any additional requirements as needed
  • Assist with our seasonal selling campaigns, overseeing service delivery of our external caterers, ordering supplies, and liaising regards menu choice and feedback
  • Carry out scheduled Health and Safety procedures including but not limited to
  • Record and process the weekly timesheets for the LHQ and CMDES department
  • Monitor the visitor’s book and to be aware of the locations of all visitors to the building from security and health & safety aspect
Qualifications for head receptionist
  • Keep records of all security passes and key fobs that have been issued and administer the key fob door entry system
  • 5 GCSE’s, grade A-C, including English and Maths or equivalent qualifications
  • Competent in use of switchboards
  • At least 3 years’ experience in Reception duties, including managing meeting room calendars and incoming and outgoing post
  • Credible administrative experience
  • Confident managing high volumes of visitors and VIP guests, ensuring excellent service at all times
4

Head Receptionist Job Description

Job Description Example
Our company is hiring for a head receptionist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for head receptionist
  • Maintains an effective operational flow by communicating patients’ status to appropriate team members and keeping patient apprised
  • Provides education as necessary to patient regarding test locations, patient portal use, and follow-up (non-clinical) actions
  • Respectfully but firmly requests co-pays and/or outstanding balance at time of check-in
  • Ensures cash control by collecting, processing and balancing funds in the practice’s designated system and documents properly per AHMG guideline
  • In the event a minor, aged 16 or older is selected for the position, their continued enrollment in high school, trade school or college constitutes “equivalent”
  • Greet visitors to offices
  • Operate PBX console and message center
  • Answer and direct telephone calls received through main directory
  • Ensure that appearance and condition of main reception area is maintained
  • Coordinate messenger scheduled deliveries to and from reception desk
Qualifications for head receptionist
  • Experience managing / leading the front of house department within a hotel / health club setting
  • Proven experience managing, motivating and training team members
  • A passion for customer service and exceeding guests expectations
  • IT literate with experience of placing / receiving product orders
  • Acquisition and maintenance of our GUESTs
  • Meet and greet all GUESTs with a friendly and welcoming smile
5

Head Receptionist Job Description

Job Description Example
Our growing company is looking for a head receptionist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for head receptionist
  • Manage the main reception area at HMH headquarters in Boston, maintaining a warm and inviting environment for employees and visitors alike
  • Liaise with employees who are expecting visitors
  • Answer telephone calls to the Boston headquarters main line, directing callers courteously and effectively
  • Administrative and communications support for the HMH executive team and Corporate Affairs department as needed, with tasks that may include but are not limited to scheduling, event logistics, organizational tasks, writing, design and other activities
  • Previous experience on Opera (PMS)
  • Friendly disposition with excellent communication skills
Qualifications for head receptionist
  • Welcome and register GUESTS upon arrival
  • Deal with GUEST queries and requests and arrange assistance as necessary
  • Prepare GUEST folio and check GUEST out upon departure
  • Operate a switchboard and direct incoming calls, take and relay messages, execute wake-up calls
  • Will be required to take live booking enquiries and also follow through with the hotel’s reservation procedure
  • Complete various aspects of Front Office administration as directed

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