Recepcionistas e informadores

Horario de trabajo

• Receptionists and Information clerks usually work full-time. Schedules depend on the industry, with some positions working at night or on weekends.

Tareas típicas

• Greet customers, guests, and other visitors warmly. Determine the purpose of their visit and direct them to appropriate destinations.
• Supervisar el acceso de los visitantes y mantener los protocolos de seguridad, como la expedición de tarjetas de identificación.
• Assist with VIP visits such as special requirements or protocols.
• Answer, screen, and forward incoming calls, emails, and correspondence. Provide information or take messages.
• Schedule and confirm appointments. Maintain and update staff calendars.
• Recoger, clasificar, distribuir y preparar el correo y los paquetes entrantes y salientes.
• Provide information about the organization’s services, policies, and locations.
• Perform administrative support tasks such as data entry, filing, photocopying, taking meeting notes, etc.
• Order and maintain inventory of office supplies for the reception area.
• Operate office equipment, including fax machines, copiers, phone systems, audiovisual equipment, projectors, etc.
• Coordinate with maintenance staff, vendors, package delivery providers, and other visitors.
• Gestionar registros digitales y físicos. Mantener la confidencialidad de la información sensible de conformidad con las políticas de la empresa y/o las directrices estatales o federales.
• Assist with fire and safety-related duties and building security, to include emergency response plans.
• Aid with financial tasks, as needed, such as budget management or buying items with organizational credit cards or processing travel vouchers.
• Help with travel arrangements, such as booking airline tickets and hotel accommodations.

Funciones adicionales

• Notify appropriate personnel of visitors, deliveries, or urgent messages.
• Provide support in coordinating special events, meetings, and training sessions.
• Assist in preparing reports, presentations, or meeting materials.
• Support marketing efforts by distributing promotional materials to visitors.
• Collect and process payments or fees for services when required.
• Mantener listas y directorios de contactos para la organización.
• Assist with social media or website updates.
• Report maintenance or technical issues within the office space.
• Train and mentor junior reception staff on office procedures and customer service standards.
• Perform general housekeeping duties, such as watering plants or cleaning break areas

Habilidades blandas

• Precisión
• Adaptabilidad
• Atención al detalle
• Comunicación
• Concentración
• Confidencialidad
• Orientación al servicio al cliente
• Orientado al detalle
• Eficacia
• Enfoque
• Escuchar
• Multitarea
• Organización
• Paciencia
• Comportamiento profesional
• Punctuality
• Responsabilidad
• Gestión del tiempo

Habilidades técnicas

• Proficiency in multi-line phone systems
• Gestión del correo electrónico
• Calendar and scheduling software
• Introducción de datos y gestión de bases de datos
• Office software proficiency
• Document management systems (e.g., SharePoint, Google Drive)
• Operation of office equipment (fax machines, copiers, printers, audiovisual equipment)
• Sistemas de gestión de visitantes
• Sistemas de seguridad y control de acceso
• Software de tratamiento y envío de correo
• Software de gestión de inventarios
• Financial transaction processing
• Digital record management and compliance (e.g., HIPAA, GDPR)
• Software de presentación
• Social media management platforms
• Sistemas de gestión de contenidos web (por ejemplo, WordPress, Wix)
• Solución de problemas básicos de equipos ofimáticos y sistemas informáticos.
• Software de gestión de eventos
• Organización del viaje
• Sistemas y protocolos de respuesta en caso de emergencia (por ejemplo, paneles de alarma contra incendios, planes de evacuación).

• Oficinas corporativas
• Instituciones educativas
• Organismos gubernamentales
• Hoteles y complejos turísticos
• Consultorios médicos y dentales

Receptionists and Information Clerks are expected to provide excellent customer service and manage front desk operations efficiently. As the first point of contact between an organization and visitors, they have to make a solid first impression and do their best to remain professional and courteous even in challenging situations. Sometimes, they must calmly help during emergencies and other unexpected stressful situations. Thus, the role requires plenty of patience, strong communication skills, and the ability to stay calm under pressure.

Effective time management is essential for receptionists to juggle multiple responsibilities. This includes managing appointments, addressing inquiries, and handling administrative tasks. Prioritizing and staying organized is key to their success.

As with many fields, technology is changing the role of Receptionists and Information Clerks. These days, they’ve got to be tech-savvy and fairly proficient with a wide range of software programs, for everything from customer relationship management to teleconferencing, ordering supplies online, updating websites, and other tasks.

Automated systems and virtual receptionists are becoming more common, but having a human presence on-site is still irreplaceable for most organizations. There’s always been an emphasis on customer service, but with the proliferation of online review platforms – where one upset customer can post a harsh review in seconds – many businesses are keen to ensure every customer experience is positive. 

People who excel as Receptionists and Information Clerks often enjoyed helping others, organizing events, and communicating with a wide range of people. They likely took pleasure in ensuring things ran smoothly under their watch!