Tips for a Great Receptionist Job Description

Reception is often the first touchpoint for customers – on the phone or on‑site. Professional, friendly, and reliable receptionists shape your company’s first impression.

Many companies struggle to find the right people. A clear, honest, and structured job description is the first step toward a successful hire – or the decision to solve the role digitally.

Why a good job ad matters

• It determines whether the right candidates feel addressed at all
• It automatically filters out poor fits
• It shows how professional your company appears
• It signals: this is a structured and respectful workplace

What every job description should include

A good ad answers the following questions – clearly, honestly, and without fluff.

1. Responsibilities and scope

What exactly should the person handle?

Example:

• Friendly reception of visitors and customers
• Answering and routing phone calls
• Appointment scheduling and calendar entries
• Mail processing (inbound/outbound)
• General administrative tasks

The clearer you are, the easier it is for candidates to judge fit.

2. Requirements and qualifications

What must the person bring – and what is nice to have?

Example:

• Friendly, professional demeanor
• Excellent German language skills (spoken and written)
• Strong organization and independent work style
• Confident with phone, computer, and email
• Experience in reception or service is a plus

Tip: Separate must‑haves from nice‑to‑haves.

3. Conditions and benefits

What do you offer?

• Working hours (e.g., part‑time / full‑time / shift)
• Workplace (office / remote / hybrid)
• Team size, onboarding, development opportunities
• Benefits (e.g., training, transportation subsidy, modern tools)

Honesty beats glossy promises.

Sample wording for the ad

Receptionist (f/m/x) – part‑time, start immediately

We’re looking for a friendly, reliable personality for our reception area. You are the first face and voice of our company – on the phone and on‑site.

Your responsibilities:

• Phone answering and appointment scheduling
• Coordinating visitors
• General administration

What you bring:

• Confident demeanor, strong communication
• Structured work style
• Experience in reception is a plus

We offer:

• A friendly team
• Flexible hours (mornings)
• Modern tools (digital calendar and telephony)

Alternative: Solve reception digitally

Reality check: Many companies struggle to hire suitable receptionists – or cannot finance a permanent position.

In these cases, a virtual phone assistant like HiDesk can be a smart alternative:

• 24/7 call answering
• Automatic appointment scheduling or callback coordination
• No recruiting, no onboarding, no downtime
• Clearly defined processes and complete call notes

If you frequently need to re‑post the role or face coverage gaps during absence, smart tools are worth a look.

Conclusion: Job description as a decision aid

Whether you hire a person or opt for digital assistance – a good job description helps either way:

• You clarify what you really need
• You speak directly to the right people
• You restructure your reception – human or digital