An office assistant/receptionist is responsible for front office functions, managing phone systems, supervising the reception area, and office administration tasks. They may also act as personal or administrative assistants and liaise with repair professionals. Qualifications vary based on the specific company’s needs.
An office assistant/receptionist is typically responsible for front office functions in a company or organization. The receptionist generally controls access to the office by greeting guests, notifying employees of visitors, and working with delivery people and contractors. Additionally, the office assistant may be responsible for various office administration tasks such as managing spreadsheets, correspondence, and ordering office supplies. Depending on the size of the organization and the number of employees it has, the office assistant/receptionist can also act as a personal or administrative assistant to one or more executives or managers in a company.
While many offices now rely on voicemail systems to answer phones and forward calls to the appropriate employee, many still employ an assistant/receptionist to manage the phone system and speak to those who are having difficulty using it. Receptionists also carry out the task of supervising the reception area, also known as the waiting area or lounge, which visitors usually enter. A traditional office assistant/receptionist will usually take responsibility for ensuring that a visitor is announced to the people they are visiting or, if the visitor is a delivery person, the receptionist will usually sign packages and inform recipients of their arrival. An office assistant/receptionist may also be responsible for informing “direct” clients about a company’s services, and may also schedule appointments between clients and employees.
Companies with a relatively small office support staff may require an office assistant/receptionist to take over other roles within the company. In a very small organization, or one with a very economical budget, the receptionist can also serve as an office manager. He or she may be responsible for making sure the office runs smoothly, restocking supplies and monitoring the performance of office machines such as copiers, fax machines and even computers. The office assistant/receptionist with these responsibilities will typically liaise with and work with repair professionals, as well as other contractors who may need to perform work on the office space or building. Other common responsibilities include event planning, travel scheduling and, in some cases, managing general office communications such as notifications about holidays, special events and security considerations.
Qualifications to become an office assistant vary based on the skills needed to take on a position within a specific company. In many cases, office workers can acquire their skills on the job or complete a professional training program that provides them with a basic understanding of office administration procedures. Other options include adult and continuing education classes in various software packages, business writing, and communication and protocol.
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