Receptionist Goals and Objectives Examples
Attend all incoming calls within three rings.
Greet all clients promptly and courteously.
Maintain a tidy and organized reception area.
Respond to emails within 24 hours.
Keep accurate and up-to-date records of all visitors.
Direct visitors to appropriate departments or individuals.
Update appointment calendar regularly.
Notify staff of scheduled appointments.
Attend to visitors' needs, such as offering refreshments.
Handle all incoming mail and packages efficiently.
Sort and distribute mail to the correct recipients.
Keep inventory of office supplies and order more as needed.
Check voicemail frequently and return calls promptly.
Follow up on missed calls and voicemails.
Take messages accurately and distribute them promptly.
Schedule meeting rooms as needed.
Make travel arrangements for employees as requested.
Monitor security cameras to ensure safety of premises.
Escalate urgent matters to superiors as necessary.
Display a professional demeanor at all times.
Attend meetings as required.
Assist with special projects as requested by management.
Create and maintain spreadsheets and databases as needed.
Manage electronic filing systems and keep them updated.
Handle sensitive information with discretion and confidentiality.
Perform data entry and update client accounts as needed.
Present a positive image of the company at all times.
Maintain a positive, cheerful attitude with visitors and staff.
Handle customer complaints in a professional manner.
Demonstrate flexibility in responding to changing demands and priorities.
Stay informed about company policies and procedures.
Ensure that common areas are clean and presentable at all times.
Coordinate with other departments as needed.
Ensure that deliveries are received and signed for appropriately.
Process and distribute outgoing mail accurately and promptly.
Stay up-to-date with technological developments in the field.
Maintain knowledge of relevant products or services offered by the company.
Assist with employee onboarding processes as needed.
Arrange for temporary staff coverage when necessary.
Provide directions to the office to visitors who may be unfamiliar with the area.
Participate in any training programs offered by the company.
Contribute to a positive team environment by taking initiative and being collaborative.
Offer suggestions for process improvements that can increase efficiency or productivity.
Anticipate the needs of customers and provide solutions proactively.
Foster a sense of community among employees by arranging social or team-building events.
Manage vendor relationships and contracts as assigned.
Participate in the development of marketing materials or campaigns as assigned.
Maintain knowledge of competitors' products or services offerings.
Respond to inquiries via social media platforms in a timely manner.
Ensure that appropriate signage is present throughout the facility and is easily visible to visitors.
Use discretion when handling confidential or sensitive information, ensuring that only authorized personnel have access to it.
Address visitors' concerns or complaints in a professional manner, escalating issues as necessary to management or human resources.
Use tact in dealing with people from diverse backgrounds, including those who may be upset or difficult to work with.
Attend professional development seminars or workshops related to receptionist duties in order to enhance skills and knowledge of best practices in the field.
Maintain expertise in office equipment operation, including printers, scanners, copiers, and fax machines, performing basic maintenance as needed (e.g., replacing ink cartridges).
Familiarize yourself with software applications commonly used in business settings (e.g., Microsoft Office Suite, Google Drive), becoming proficient in their use so you can assist colleagues as needed.
Remain aware of industry trends and stay up-to-date on advances in technology that could affect operations or customer service.
Maintain regular communication with the administrative staff to ensure that they are aware of any issues that may arise during your shift so they can address them promptly (e.g., equipment malfunctions, visitor complaints).
Respond promptly to emergency situations, following established protocols for evacuating the building or contacting emergency services if necessary (e.g., fire, flood, medical emergencies).
Continually seek out ways to improve your performance by soliciting feedback from colleagues, superiors, or customers, using constructive criticism to make changes where needed.
Foster strong relationships with external stakeholders (e.g., vendors, contractors, customers) by maintaining open lines of communication and providing excellent customer service at all times.
Conduct yourself in a professional manner at all times, adhering to established dress codes and grooming standards, and avoiding behavior that could be perceived as disrespectful or unprofessional (e.g., using foul language).
Actively participate in team meetings, contributing ideas and engaging in discussions that can lead to process improvements or new initiatives that benefit the organization as a whole.
Build rapport with customers by smiling, using friendly language, and providing personalized service whenever possible (e.g., addressing them by name).
Be proactive in identifying potential problems before they occur, taking steps to prevent them from happening (e.g., creating contingency plans for inclement weather).
Maintain a high level of accuracy when entering data into computer systems or filling out forms, double-checking your work before submitting it to ensure it is error-free.
Seek out opportunities for cross-training in other departments or areas of the organization, broadening your skill set and increasing your value as an employee.
Communicate effectively with colleagues from other departments, showing respect for their expertise and seeking to learn from them whenever possible (e.g., attending brown-bag lunch sessions).
Exhibit resourcefulness by quickly finding solutions to unexpected challenges that arise during your shift (e.g., locating lost items, redirecting deliveries when necessary).
Process expenses accurately and efficiently, following established guidelines for documentation and approvals; seek clarification from supervisors when guidelines are unclear or ambiguous.
Use active listening skills when interacting with customers or colleagues, paying attention to their needs and concerns; repeat back what you hear to ensure you are understanding them correctly.
Demonstrate a willingness to take on new challenges or assignments outside your normal scope of responsibilities; embrace change as an opportunity for growth and learning rather than resisting it out of fear or reluctance.
Review invoices carefully before processing them for payment; follow up promptly on any discrepancies or questions that arise (e.g., checking with vendors if there are discrepancies between purchase orders and invoices).
Collaborate effectively with colleagues from different cultural backgrounds or ethnicities; show sensitivity to cultural differences that may affect communication styles or expectations about how business is conducted.
Follow established protocols for customer complaints or inquiries, ensuring that responses are prompt, courteous, and effective in addressing their concerns; escalate more complex issues to senior management as appropriate.
Develop a deep understanding of the organization's mission statement and core values; demonstrate alignment with these values through your own behavior and interactions with others.
Exhibit a high degree of professionalism when representing the organization at networking events or industry conferences; adhere to dress codes, etiquette rules, and other norms associated with professional gatherings.
Build a strong network of contacts within the organization that you can rely on for support, advice, or guidance when needed; cultivate relationships over time through regular interaction and mutual respect.