Receptionist Resume Sample

  


Receptionist Resume Sample & Resume Guide

 

Every office needs a capable and well-educated Receptionist to handle the outward-facing aspects of all its operations. If you think you have what it takes to write a professional and a job-winning receptionist resume sample then check out this guide to making the perfect receptionist resume to score you the interview with our professional receptionist resume sample.

 

Duties of a Receptionist may include:

 

  • Greeting and welcoming guests and providing them with a positive first impression of the organization
  • Directing guests and answering their questions
  • Notifying other workers of visitor arrival
  • Maintaining security and telecommunications systems
  • Keeping office secure by following procedures, monitoring logbooks, and issuing visitor badges
  • Complying with procedures, rules, and regulations on keeping a safe and clean reception area
  • Documenting and communicating various actions, irregularities, and continuing needs
  • Contributing to the team by accomplishing tasks as needed
  • Providing administrative and clerical support
  • Preparing letters and documents
  • Receiving and sorting mail and packages
  • Scheduling appointments and maintaining appointment calendar
  • Coordinating meetings and organizing catering and room bookings
  • Scheduling travel
  • Operating Point of Sale systems
  • Validating parking tickets
  • Ordering office supplies
  • Managing digital and hard-copy filing systems



What Hiring Managers are expecting on a Receptionist Resume

 

At the very least, it’s necessary to have a high school diploma to find work as a Receptionist. Beyond that, some time spent in higher education (especially business school) doesn’t hurt to prove that you have an excellent command of business English.

 

There are also certification programs that will help you prove your competence as a Receptionist, as well as highlighting your self-motivation. If you have sought out a program like this, make sure to put it in a special Courses/Certificates section!

 

Contact Information to Include on a Receptionist Resume

 

Once upon a time, it was necessary to include your street address on a receptionist resume. That’s not true anymore—just your city/town and region will do just fine. If you include your full address, you risk overcrowding the page and wasting space that could otherwise be dedicated to your accomplishments.

 

If you have a web presence relevant to the job to which you’re applying, put the links in your contact information. 




Receptionist Resume Writing Guide

 

Resume Sections

 

  1. Contact Information: Name, Address, Phone Number, Email.

Be sure to include alternative contact channels, as well as your LinkedIn profile URL details.

 

  1. Profile Summary: An introduction at the top of your receptionist resume which must make an impact on the reader. Include a broad overview of your background, years of industry experience and the industry sectors of interest. You should be specific and state which job you are applying to (1-3 sentences max).
  2. Qualifications Summary: Provide accurate details about the certifications and qualifications you have completed with the institution, qualification name, and dates. Don’t forget to include qualifications you are currently completing too. For Receptionist roles, a high school diploma is often the only requirement, but some job openings may need post-school certifications too. You may also want to list the short courses, workshops, and in-house training you have received to provide more credibility to your receptionist resume.
  3. Relevant Reception Experience: Clearly state your employment history by giving details regarding the last ten years of experience, up until your current position. Use punchy sentences with bullet points to list your most important reception activities. Receptionists jobs usually exist in industries where you interact with customers and consumers face to faces, such as retail products, car sales, electronics, food products, garments, gear, medicine and another type of consumer products bought over the counter or from a retail outlet or shop.

However, reception roles could also be telephonic only where high volumes of customer calls need to be transferred to relevant departments each day. These may include insurance companies, federal offices, government institutions, telecommunications providers and banks. You have to be specific. State the purpose of your job clearly (face to face or telephone), as well as the industries you have worked in.

 

  1. Other Employment Experience: This will consist of permanent work history outside of reception duties, but still in the customer service environment or temporary and vocational jobs where you were actively dealing with clients or customers. Only elaborate on these with job descriptions if you have less than five years of sales experience. Otherwise, just list job title company and duration as to make sure there are no gaps in your employment history.

 

  1. Skills: Include resume keywords from the job posting and your specific skill set. This will bring much-needed credibility on your receptionist resume.

 

  1. Education/Licenses/Certifications/Relevant Coursework/Training: Start with post-school diplomas or accreditations if applicable. List any professional development courses, workshops or programs you completed that better prepares you to work as a Receptionist such as a customer service strategies, conflict, switchboard applications, conflict resolution techniques, industry, and product training.

 

What to Highlight in a Receptionist Resume

 

Regardless of your experience as a Receptionist, there are a few vital things that recruiters and managers need to know about you to ensure that you are the right fit for their team.

 

The first aspect to highlight is the scope of your reception role. There are millions of businesses out there with every imaginable product on offer to customers. It would be best if you were specific about the industry you have worked in, whether you dealt with walk-in clients, the size of the switchboard of PABX system and the average number of calls you deal within a day.

 

Secondly, a Receptionist often is the ‘’face of the business’’ sitting at the front desk or lobby area of the company. You need to show them that you are capable of providing excellent customer service, handle multiple client requests at the same time, deal with complaints in an appropriate manner.

 

Next, a Receptionist is also involved in admin support duties such as messaging distribution, scheduling appointments and sending information emails to clients. Often you may be required to play the role of a “human Google Maps assistant” to provide directions and addresses regarding the location of departments, offices within the organization.

 

In this section be sure to mention the systems and applications you are familiar with like Outlook, Calendly, Acuity, Zoom, Webex, VoIP, Clarity, and Agile CRM (these are mere examples).

 

Finally comes the targets, goals and KPI metrics that you need to hit. Be number specific here for example how many incoming customers in a day, split between regulars and new customers, average daily calls taken or the number of switchboard extensions you are responsible for.

 

*Cool Tip for a stellar receptionist resume

 

You can really create an excellent first impression by breaking your job description down into the main responsibility areas of a Receptionist.

 

  • Customer Service:
    Create a welcoming environment and provide excellent customer service. Meet and greet clients entering the building. Escort customers to meeting venues.

 

  • Queries:
    Answer customers’ questions about products, prices, availability, product uses, and payment terms if they have an account with the business.

 

  • Administration:
    File and maintain records and update the company database. Receive payments and file receipts. Proofread documents and transcribe written meeting memos. Do photocopying and scanning as required.

 

  • Switchboard:
    Answer and screen calls and forward calls. Provide information, take messages.

 

  • Diary Management:
    Schedule appointments and book meeting rooms. Maintain and update calendars. Responsible for travel arrangements



Make sure to include the following

 

  • The locations or regions you are willing to work in

 

  • Many receptionist positions require employees to work during weekends, holidays and for extended hours in the early evening if the company operates on 24hour schedules. You need to state your willingness to the outside of regular office hours or workweeks.

 

  • Also mention the sales administration platforms and customer relationship management (CRM) platforms you are familiar with like Sage, Salesforce, SAP, Oracle, and Vanguard.

Receptionist Career Summary Examples

 

Hiring managers have large numbers of receptionist resumes screening and limited time to read them all in detail. Keep your career summary concise and to the point. Add the most relevant information first to capture their attention while they’re quickly scanning your receptionist resume. They want to see immediately that you can handle multiple calls and provide excellent customer service!

 

Start your career summary with your years of experience in the industry and the primary duties you performed. Use the job description as your guide when deciding on which tasks to add. The more your receptionist resume relates to the job description of keywords, the better fit you will seem.

 

Next, add a line that showcases any outstanding qualities that will add value to the company. A hiring manager would be interested to know if you have “strong people skills, creative engagement abilities, excellent multi-tasking abilities and that you are a pro at handling difficult customers.

 

Career summary examples:

 

Example No 1

Highly skilled front office receptionist with diverse on-the-job experience, including hospitality, retail, and healthcare settings. Well Experienced in customer service and front desk software applications. Completed various customer service workshops and holds a certification in conflict resolution skills.

 

Example No 2

Professional receptionist with strong interpersonal skills and a friendly disposition. Excellent multitasker and with a diplomatic personality to handle customer complaints with utmost courtesy. Familiar with numerous Phone system management tools, scheduling software systems, and presentation applications.

 

Example No 3

Experienced desk worker with eight years of experience at an insurance company. In-depth knowledge of the insurance and financial services industries. Adept at scheduling and organization of on-site and off-site meeting engagements.

 

Job Descriptions, Responsibilities and Duty Examples

 

An employer would expect to see the following proven foundational duties and receptionist skillsets within an applicant’s receptionist resume. Herewith a few examples of primary Receptionist duties in various industries.

 

A Night Office Receptionist may:

 

  • Answer incoming calls and respond to client inquiries
  • Coordinate all-night office duties such as faxing and photocopying documents to be ready for the next morning meetings
  • Monitor office supply stock and kitchen supplies
  • Maintain a daily intake of sales information into a database and prepare support for management
  • Schedule and coordinate after hour activities of technical support staff and organize after hour call outs if needed
  • Audit cash drawers and maintain a daily log of overages and shortages.
  • Liaison between closing and opening staff

 

A Receptionist in Automotive Parts may:

 

  • Resolve client service complaints or answer customers’ questions regarding policies and procedures in a professional manner
  • Clerical duties like typing, copying, handling the switchboard, faxing, emailing and scheduling
  • Check customers in and out up to 50 individuals daily
  • Assisted in the training of new employees, regarding clock in and clocking out times, access cards, visitor passes, timesheets and general work procedures and company policies

 

A Receptionist in a Medical Facility may:

 

  • Manage the front desk in areas of computerized processes utilizing EClinicalWorks
  • Conduct scheduling, billing and collections, medical records and insurance claims activities
  • Transfer patient’s paper charts to electronic charting and CRM systems
  • Train junior reception clerks in all areas of front desk management and patient relations
  • Answer phones and direct callers to relevant departments
  • Give feedback to patients and staff regarding the progress of test results and prescription deliveries
  • Conduct patient registration, checking /checkout and direct families to waiting rooms
  • Responsible for patient reminder calls, appointment booking, payment processing / co-payments, referrals, lab orders, as well as insurance verifications


 

Highlight Your Accomplishments

 

You may be tempted to copy and paste the list of duties you performed under your accomplishment section. The drawback to doing this though, is that you won’t stand out from the other applicants with similar experience.

 

Your goal is to think about what sets you apart, what you are most proud of, or what you achieved in your previous roles. Now communicate these through action-packed statements that grab the reader’s attention.

 

Accomplishments Statement:

 

 

  • Extensive experience in Windows/Apple OS experience, Office/Outlook and able to type 88 wpm. Handle a PABX system with 120 extensions.

 

 

Quantifying Your Receptionist Resume

 

When writing your receptionist resume, you should be answering questions like “How much?” or “How many?” It would be best if you include numbers which provide a ‘’proof of work’’ element to your receptionist resume. For instance:

 

  • How many calls to you take daily?
  • How many incoming clients are assisted at the front desk?
  • How many manager diaries are you responsible for

 

Quantifying Example 1

Handle 100 customer calls daily and service an average of 45 walk-in clients on weekdays.

 

Quantifying Example 2

Proofread and type up to 20 insurance contracts per day with an average typing speed of 80 words per minute.

 

Receptionist Education Section Example

 

The education section forms an integral part of your receptionist resume even if you do not have a degree. Receptionists these days also have access to career development training. In short, indicate What, Where and When regarding your qualifications, certifications or courses or workshops completed. Unless you are a graduate with limited working experience, there is no need to include major subjects or course curriculum topics.

 

Remember to include current qualifications you are in the process of completing. Regarding courses and certifications, discretion and relevance must be considered. An art course in India does not carry weight if you are applying for a Receptionist role at an IT company in the Midwest.

 

Completed Secondary and Tertiary Education must be listed as follows:

 

Start with the commencement date and completion date for diplomas, associate degrees, and bachelor degrees. For courses, you can just list the date of completion. Next comes the full name of the qualification, then the full name of the institution and then the City or abbreviated State name. List your high school diploma details similarly, but only include this when you have less than five years of working experience.

 

What to Write in a Receptionist Resume Skills Section

 

Although the reception field requires specific technical skills, employers also consider soft skills. These are the personality traits or skills that indicate to your fitness as a Receptionist who will add value by meeting set out targets, has adequate knowledge, and sufficient experience answer customer queries or direct them to the appropriate contact person. 

 

Technical Skills Examples

 

  • Educational Attainment: A university degree is not generally required to become a Receptionist, but you may list diplomas, short courses or workshops you have completed.

 

  • Technical Aptitude: Receptionists usually work with Customer Information Management (CRM software) often unique to the industry that they are in. Examples are the SAP, Zoho, Medicare, Automate. You also need to be familiar with email platforms like Gmail or Outlook (most companies have their in-house email software which should be easy to learn).

 

Soft Skill Examples

  • Accurate
  • Friendly
  • Approachable
  • Communicator
  • Helpful
  • Attention to Detail
  • Clerical Skills
  • Client Relations Skills
  • Communication
  • Computer Competence
  • Customer Focus
  • Diplomacy
  • Directing Visitors
  • Organizational Skills
  • Interpersonal Skills
  • Providing Information
  • Punctuality
  • Reliability
  • Research
  • Self-motivated
  • Teamwork
  • Telephone Etiquette
  • Time Management
  • Validating Parking Passes
  • Verbal Communication
  • Word Processing
  • Written Communication
  • Energetic

 

Hiring managers use resumes to screen potential candidates. That is why you should work harder to write a receptionist resume that is a shining example of how much you can offer and how right you are for the job. 

 

Receptionist Resume Questions

 

  • How do you write the qualifications section of a receptionist resume?

 

As a receptionist, you need to be able to give an excellent first impression. Your receptionist resume’s qualifications section, found just below your contact information, may be just the thing that lands you an interview. That means it needs to accomplish the task of showing why you’re the perfect fit not only for an open position but also for the company offering that position and its culture.

 

Take a look at our receptionist resume sample and you’ll see we’ve done away with the old objective statement and swapped it for a summary of qualifications. Employers know you’re looking for a job, so there’s no need for you to start your application off by saying you’re seeking employment. Instead, use this area to summarize your professional background and the level of experience you bring to the table. Towards the end of your summary, touch on hard and soft skills you have that relate to the position.

 

It’s best to keep this section to no more than three short sentences. This gives companies a general idea of who you are and invites them to ask further questions in an interview. If you can, feature qualities that closely match what the employer is looking for, as stated in the job listing.

 

  • How to write the header of a receptionist resume?

 

Your receptionist resume’s header is a type of handshake between you and potential employers. To make the best impression, your name should be larger than all other text on your receptionist resume. Use the same font as you do the rest of the document, and feel free to put your name in bold type.


With regards to font selection, take a look at what we have on the receptionist resume sample. Rather than something dated such as Times New Roman or overly casual like Comic Sans, you instead want to stick to a more professional and modern selection.


Below your name, be sure to add a professional email address (preferably one with your first and last name) and your cell phone number. Know that you are neither expected nor required to add your home address to your receptionist resume header. However, you may want to include your city and state to let hiring managers know where you are.

 

  • How to include software knowledge on a receptionist resume?

 

Employers expect applicants for receptionist positions to have some knowledge of computer software, such as Google Suite and Envoy. Before giving hiring managers a full rundown of all the technical proficiencies you possess, look to the job listing for guidance.


If it mentions specific software expertise that you have, be sure to list it near the top of your skills section. That way, potential employers know right off the bat that you possess the necessary knowledge. Then, include the technical experience you feel is the most necessary for a receptionist position or the specific company you wish to work for.


Bullets look great on the page and are quick and easy for hiring managers to read. In the skills list, in particular, whittle each line down to as few words as possible, and know that complete sentences aren’t always necessary. Look to our receptionist resume sample for how to best layout software knowledge on your own document and integrate it into not only the skills section but into the work history area as well. 

 

  • What are the roles and responsibilities of a receptionist?

 

If you have a lot of experience as a receptionist, you may already have a solid idea of the duties and responsibilities common to the role. You should also look to the job listing for the position you’re applying for to get a more targeted rundown of the expectations you’ll have to fulfil if hired.

 

The U.S. Bureau of Labor Statistics offers a typical rundown of responsibilities and duties for receptionists including:

 

    • Handle incoming and outgoing physical and electronic mail
    • Answer phone calls and either forward them or take a message
    • Schedule and confirm appointments while keeping calendars updated
    • Maintain, file, and copy digital and physical documents
    • Greet and welcome guests, clients, and visitors
    • Enter data into the company's computer system

 

  • What skills should you put on a receptionist resume?

 

Receptionists need to have both hard skills and soft skills, but you may wonder what specifics to include on your receptionist resume. Reviewing the job posting, and think about what skills will allow you to better perform your duties and responsibilities. For example, if the job involves a lot of typing or computer use, touch on how many words per minute you can type. If there’s a lot of equipment you’ll use on a day-to-day basis, you can mention what type of copiers, multi-line phone systems, and electronic devices you’re familiar with.


Hiring managers look for these abilities and often prioritize receptionist resumes that have them explicitly stated.

 

  • How to write a receptionist resume with no experience?

 

Not to worry if you’re applying for your first receptionist job. Rather than focus on the experience you don’t have, put the spotlight on useful and transferable skills and achievements. For instance, if you’re an excellent communicator, manage your time well, or are great with people, focus on these qualities. Employers are likely to find such abilities useful in a receptionist.


Possessing a degree or having completed college courses could also set you up for success. Don’t skimp on the education section of an entry-level receptionist resume, and bear in mind that many employers look for enthusiastic talent and fresh ideas.