Desk Receptionist: Tasks, Skills, and How to Become One

Key takeaways

• Desk receptionists are administrative professionals who are often the first person someone sees when they enter an office or similar setting.

• This role requires customer service, organization, and administrative skills.

• After gaining experience as a receptionist, you can advance to become an office assistant and eventually an office manager.

Afterward, consider building important customer service skills with the CVS Health Call Center Customer Service Professional Certificate.

What is a desk receptionist?

A desk receptionist—often just shortened to receptionist— works at the front desk of a business. They are typically the first person customers or clients see as they enter the building. Beyond greeting arrivals and making a good impression on behalf of the company, receptionists often perform administrative tasks, such as answering phones, filing, data entry, and more.  

Salary and job outlook 

According to the US Bureau of Labor Statistics, receptionists earn an average annual salary of $37,230 [1]. While this particular role isn't set to grow over the next decade, per BLS, it can still be a worthwhile position to gain experience and training so you can advance to a more senior administrative job, such as office manager or an opportunity in health care administration.

What does a desk receptionist do? 

Your responsibilities as a desk receptionist will vary based on the type of company and industry that employs you. Typically, your responsibilities will include: 

• Greeting customers and employees

• Answering and transferring phone calls

• Taking messages

• Making copies

• Responding to emails

• Scheduling appointments

• Accepting payments

• Scanning paperwork

• Entering customer or client data

• Ordering gifts for coworkers

• Organizing small in-office parties and gatherings

Where can receptionists work?

Receptionists are a role that many different industries rely on to provide customer service and impart a good impression on visitors. Receptionists can work in the following locations:

• Office buildings and corporate headquarters

• Medical facilities (hospitals, clinics, doctors' offices)

• Educational institutions (schools, colleges, universities)

• Government buildings and agencies

• Fitness centers and gyms

• Spa and wellness centers

• Car dealerships

• Law firms

• Real estate agencies

• Museums and art galleries

• Event venues

Key skills for desk receptionists 

As a desk receptionist, you'll ensure that day-to-day operations run smoothly. This requires a combination of workplace and technical skills. Workplace skills are used when interacting with others, and technical skills are needed to complete job tasks or operate certain job tools. Here are some examples of workplace skills and technical skills that might benefit you as a desk receptionist.

Workplace skills 

Because a desk receptionist acts as the liaison between the company and the customer, it's important for you to have excellent communication skills. It's also helpful to be friendly, professional, and patient. Being able to stay calm under pressure might also be a valued asset as a desk receptionist. More workplace skills that can be useful include: 

• Organizational abilities

• Good problem-solving skills

• Attention to detail

• Time management skills

Technical skills 

Working as a desk receptionist often requires using computers, phone systems, and photocopiers, making it essential to be comfortable with these tools and devices. Some familiarity with the following software may be helpful:

• Microsoft 365 or similar productivity software

• Calendar software

• Experience with data entry 

• Customer service

How to become a desk receptionist

To succeed, desk receptionists need to be organized, highly motivated, and have good communication skills. To perform this job effectively, learn about the requirements to qualify.

Gain an education.  

Typically, a desk receptionist job requires a high school diploma or a GED. While you don’t need a college degree to work in this role, an estimated 22 percent of receptionists have an associate degree, while 28 percent have a bachelor’s degree [2]. Appropriate degree options for an aspiring desk receptionist include administrative studies, office management, communications, or business.

Build relevant skills.

Being a receptionist means balancing the external-facing work of customer service with the internal-facing work of day-to-day administrative tasks. Look for opportunities, either through training or hands-on experience, to develop your customer service skills, comfort using office productivity software, communication skills, and multitasking abilities.

If you have these skills, make sure to feature them on your resume, finding ways to illustrate how you've used them in previous roles or in a dedicated skills section.

Gain experience.

Receptionist roles often don't require much experience, though specialized office settings that handle sensitive or highly technical work may require more. Look for entry-level positions under the following titles: front desk coordinator, receptionist, front office assistant, administrative assistant, office receptionist, and guest services representative.

Consider additional training.

Though not always a requirement, earning a certification focusing on topics like doctor's office management, dental receptionist training, or special types of software can make you a more competitive candidate. You may also see a boost in income by holding these optional certifications and more possibilities for career advancement. 

While there is no national certification board for desk receptionists, certification programs are available from different schools and organizations. A few examples of programs that may help you land a desk receptionist position include:

• Certified Front Desk Representative (CFDR) Online Program from the American Hotel & Lodging Educational Institute (AHLEI)

• Certified Medical Administrative Assistant (CMAA) from the National Healthcareer Association (NHA)

• Hotel Reception Certification from New Skills Academy

Possible career advancement 

Working as a front desk receptionist is an excellent entry-level job that provides many pathways for career advancement. Here are some possible career paths that you may transition into:

• Office manager: This position will likely not require additional education requirements; instead, it may involve additional on-the-job training.

• Human resources (HR) manager: Some duties as a desk receptionist may be similar to an HR manager, like payroll or onboarding new employees. Before being considered for this role, your employer may prefer that you earn an associate or bachelor’s degree in business, accounting, or HR management. 

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