No matter what business you're in, creating a positive first impression is crucial to a company's success. Receptionists often find themselves as the first contact that a visitor or important potential client has with a company. So if you're interested in this career, you must be a courteous person ...
who can make others feel welcome.
Communicating clearly and using a computer efficiently are valuable attributes, since tasks can include answering multiple phone lines, word processing or typing, and faxing documents. Information clerks should have the same personal qualities as those of a receptionist, providing helpful and timely information with a smile.
For example, hotel desk clerks and transportation ticket agents greet customers, determine their needs, and either assist them personally or refer them to someone else who may be better able to provide assistance. Because they deal directly with the public, receptionists and information clerks must have a neat appearance as well as the temperament to deal with difficult customers and hectic work days.
Fluency in the English language is essential, while the ability to speak a second language is often quite beneficial. If you enjoy meeting and greeting new people, a career in either of these professions may be just what you're looking for.
Answer inquiries and provide information to the general public, customers, visitors, and other interested parties regarding activities conducted at establishment and location of departments, offices, and employees within the organization.
Critical decision making
Level of responsibilities
Job challenge and pressure to meet deadlines
Dealing and handling conflict
Competition for this position
Communication with others
Work closely with team members, clients etc.
Comfort of the work setting
Exposure to extreme environmental conditions
Exposure to job hazards
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Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
Process and prepare memos, correspondence, travel vouchers, or other documents.
Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
Hear and resolve complaints from customers or the public.
File and maintain records.
Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships
Developing constructive and cooperative working relationships with others, and maintaining them over time.
Observing, receiving, and otherwise obtaining information from all relevant sources.
Interacting With Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Performing Administrative Activities
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Performing for or Working Directly with the Public
Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
Communicating with Persons Outside Organization
Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
AREAS OF KNOWLEDGE
Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.
Communications and Media
Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
Administration and Management
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
The ability to communicate information and ideas in speaking so others will understand.
The ability to listen to and understand information and ideas presented through spoken words and sentences.
The ability to identify and understand the speech of another person.
The ability to speak clearly so others can understand you.
The ability to read and understand information and ideas presented in writing.
The ability to see details at close range (within a few feet of the observer).
The ability to communicate information and ideas in writing so others will understand.
The ability to concentrate on a task over a period of time without being distracted.
Talking to others to convey information effectively.
Actively looking for ways to help people.
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Understanding written sentences and paragraphs in work related documents.
Being aware of others' reactions and understanding why they react as they do.
Adjusting actions in relation to others' actions.
Communicating effectively in writing as appropriate for the needs of the audience.
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
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