Receptionists are like the face of a company. They attend to visitors and direct them to the appropriate offices, front desk management, answering telephone calls from visitors or clients, etc.
Most often, you will have to pass through the receptionist whenever you visit an organization. Their job responsibilities cut across administration, customer service, clerical, and scheduling duties.
Therefore, when employers are hiring for a receptionist position, they often look for a highly organized, responsible, and cheerful person.
So, your employer will figure all of these things out during your interview. During your interview, they will ask you a series of questions to test your capabilities and proficiency.
However, do not panic because we will be sharing 40 receptionist Interview questions with you in this article, as well as common receptionist interview tips that will help you succeed in your next interview. Just keep reading.
What Are The Responsibilities of a Receptionist?
Receptionists have duties that they perform. Take a look at them below:
- Welcome visitors and clients cheerfully as they walk into the organization.
- Direct clients and guests to the appropriate office.
- Answering telephone calls professionally and making the appropriate phone calls.
- Receive emails, sort them and distribute appropriate official emails.
- Ensure the company’s reception is kept clean and habitable at all times and make sure the necessary materials (jotters, pens, forms, etc) are always available.
- File daily reports and keep daily records of official expenditures and costs.
- Set up meetings, make travel and accommodations arrangements.
- Carry out other administrative duties such as photocopying, faxing, copying, filing, etc.
- Scheduling conference and training rooms.
- Forwarding and screening telephone calls.
- Offer top-notch customer service to clients and visitors.
- Make arrangements for appointments.
- Helping coworkers with clerical duties.
- Disclosing clients when essential.
- Strictly follow safety procedures to ensure office security is being maintained and control individuals’ access
- Issuing and collecting of badges (visitors badges) as well as maintaining visitor logs.
- Provide basic information about the organization to customers over the phone and in person.
Skills a Receptionist Should Possess
Receptionists serve as the middle-man between a client and the company. To ensure excellent customer service and experience, a receptionist must possess the following skills:
- Multitasking and keeping up with several schedules.
- Have adept knowledge of Microsoft Office Suite and the ability to use them efficiently
- Excellent communication skills (both written and verbal).
- Superior organizational skills.
- Time management skills
- Possess previous work experience in a receptionist position or a similar role.
- Practical experience with working equipment such as photocopying machines, printers, fax machines, etc.
- Degree from higher-level education.
- Be professional both in appearance and discharging duties.
- Dexterous and zealous in performing tasks.
- Maintain a friendly and cheerful attitude.
- Schedule training, meetings, and tasks.
- Keep records of all calls and emails.
How To Prepare For an Interview For a Receptionist Position
There are things you ought to know and do before attending a job interview (for a receptionist position). And we’ll be exploring those things right here, just follow up the steps for guidance.
So, here’s how to prepare for an interview for a receptionist position.
1. Research The Organization
Knowing how to prepare for an interview for a receptionist position doesn’t just end in preparing/practicing for your interview questions.
Researching the organization gives you a broader knowledge about the company, its vision and mission, the type of services they render, and so on.
It gives you a better insight into the organization, such that if you’re asked any question(s) about the company, you would be able to answer.
2. Read The Job Posting In Detail
A detailed reading of the job posting helps you understand the qualifications and requirements for the job. When you understand these, you can easily tell whether or not you fit in for the job.
3. Carefully Choose A Suitable Outfit
You should look smart and professional in your appearance. Remember that, the way you dress sends an impression about yourself to your employer. This is why you should carefully choose a professional outfit.
4. Plan Your Day
You will find it difficult to achieve anything without planning, that is why you need to plan. Before your interview date, plan out your day including the route you will take so that you won’t be late for your interview. And I hope you know that arriving late at your interview venue will be a huge turn-off for your employer.
5. Make A Brief Presentation Of Yourself
Making a brief presentation of yourself will serve as a guide to answering some of the interview questions that concern your personality.
6. Practice Some Common Receptionist Interview Questions and Answers
If you do this, you won’t be taken unaware during your interview. Practicing some common receptionist interview questions and answers will give you a clue of what the questions look like and the kind of questions to expect.
7. Make A List Of Questions To Ask Your Interviewer During Your Interview
Certainly, you should have questions to ask during your interview. Just write out those questions so that you can easily remember them.
Wondering what to wear to an interview? You need a good color combo. Check out the Best Colours To Wear For An Interview
40 Common Receptionist Interview Questions | 2022
Here, you will find the most common receptionist interview questions and the explanation to those questions. Keep reading.
1. How do you organize your daily schedule?
Explanation: They do not want to know how you manage your daily schedule. What they want is for you to show them that you are very organized and you will manage your time effectively to finish all your tasks.
2. Can you work overtime?
Explanation: You need to be truthful here. If you can work overtime, say it. If you cannot work overtime, say it too. And if you can work overtime with a time limit, also say it.
There are organizations where you must have to work overtime or it will cost the job. However, this does not mean you should make commitments that you cannot live up with.
Make sure that whatever you say will not affect your family, welfare, etc.
3. How many employees worked in your previous workplace?
Explanation: Your interviewer wants to know what your previous workplace was like—if it was a small organization or a big one. And the kind of workplace you will be comfortable working with.
4. What can you say about your customer service experience?
Explanation: Give them a rundown of what your customer service experience was like—the approach you used to tackle challenges, real-life examples, and the duration.
5. How conversant are you with the computer?
Explanation: Your interviewer wants to know how proficient your computer skills are, the computer skills you possess, and if your proficiency matches what the company wants. Researching the computer programs the company uses before attending your interview will be a plus.
6. How do you handle deliveries, calls, clients, and every other task that requires immediate attention?
Explanation: Your interviewer wants to know if you are good at prioritizing tasks, time management, and multitasking. You can also seize the opportunity to explain a similar relatable situation and how you were able to handle them.
7. Tell me about your previous responsibilities as a receptionist, administrative secretary, or in a similar role.
Explanation: What this receptionist Interview question means is that you should explain the responsibilities mentioned in your resume.
Your interviewer wants you to affirm that they suit the role being made available. Therefore, seize the opportunity to buttress the responsibilities mentioned in your resume.
This might serve as an opening question in your interview.
8. Describe a time you attended to an angry client or visitor (in person or over the phone) and how you handled it.
Explanation: This receptionist interview question is a sensitive one. Your response will tell how you handle your temperament and daunting situations. In all, ensure you’re honest with your answer.
9. How does a receptionist affect the first impression a customer has about a company?
Explanation: Your interviewer wants to know if you’re aware that this position is very sensitive to the company. And that customers’ perceptions about the receptionist (who is more like the face of the company) will determine how they perceive the company.
10. What do you do to cope in a rapidly changing work environment?
Explanation: This receptionist interview question is to know if you can actually cope in such an environment. And you should answer it confidently.
11. In your previous job, how many employees did you interact with?
Explanation: Receptionist interview questions like this are usually asked to know you more. They want to know how you support and work with many employees. This cuts across your multitasking skills, how you handle the workload, etc.
12. In your last job, what did you do differently to increase revenue, save time, and reduce costs?
Explanation: Your answer to this particular receptionist interview question will tell how productive you are. If you cannot help to increase the company’s revenues, save time, or reduce costs, then you are not needed.
Employees are looking out for individuals who will give value to the organization. While answering this question, make sure you express the value you have by showing them how you can crush goals and the company’s objectives.
13. Would you call yourself a people person?
Explanation: Employers usually ask this receptionist interview question to know how you relate with visitors and clients that come into the company. While answering this question, show that you’re jovial and sociable.
14. How will you protect clients’ privacy?
Explanation: Sometimes, the nature of your job may give you access to clients’ private information (credit card numbers, addresses, etc).
So, your interviewer asks you this question to know if you can handle and protect this information. However, make sure to explain the action steps you will follow to protect that information.
15. Explain why you are qualified for this job.
Explanation: Tell the interviewer the professional experiences and personality traits that you possess that will be helpful in your position as a receptionist.
Other Receptionist Interview Questions
- How do you handle your mistakes?
- How do you handle stress?
- What interests you about our company?
- How do you stay up-to-date with industry trends?
- How would you create a good first impression on clients?
- What computer programs are experienced with?
- Can you type fast?
- What characteristics does a good receptionist possess?
- What are your strengths as regards office duties?
- How would you make a client feel welcomed?
- What are your weaknesses as regards office duties?
- Are you open to learning, including learning how to use other computer programs and software?
- What strategies would you use to calm an aggressive visitor?
- If a visitor steps in while the phone is ringing, what would you do?
- Do you feel happy working with clients?
- What piqued your interest in this position?
- Can you use spreadsheets to access data?
- If a client comes in very late for their appointment, what will you do?
- If a fellow receptionist is not adhering to the company’s policy, what will you do?
- What do you know about the services our company offers?
- What type of services did your last employer provide?
- How do you fix an argument between a client and a coworker?
- What will your last employer say about you?
- What interests you about office tasks?
- Have you ever applied technology to carry out your office tasks?
What Questions Can I Ask My Interviewer?
Not only are your interviewers supposed to ask you questions, but they also expect that you ask them questions.
At the end of your interview, you can ask them some questions. Here are a few receptionist interview questions to ask your employer:
- Are there opportunities for career advancement with the company?
- What are your expectations from this role and what are your key performance indicators?
- Why did the last person that occupied this position leave?
- Does the company train its staff?
- What qualities do you seek in the person you want to employ for this position?
- What are the daily responsibilities of this role?
- Who is this position accountable to?
Frequently Asked Questions
Receptionists are like the face of an organization. A receptionist welcomes and receives you when you walk into a company.
Ensure you perform all tasks given to you on time and be responsible for the way you handle issues and clients. Always put up a positive attitude too.
A receptionist’s salary varies depending on the organization.
Yes. A receptionist can also be called any of the following names; front desk officer, assistant office secretary, administrative assistant, information clerk, front desk executive, or front desk attendant.
A receptionist should possess a Bachelor’s degree in any related field, and be experienced with using computer programs including spreadsheets. Some additional skills have been mentioned in this article.
With these receptionist interview questions above, I’m sure you wouldn’t run out of questions to ask your interviewee. And if you’re applying for a receptionist position, you can also practice using these questions.
We have also provided you with some questions which you can ask your employer at the end of your interview.
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