Professional Behavior of a Front Office Receptionist
1 - First Impressions Matter
Greet warmly - Always smile and greet guests promptly with a friendly “Good morning/afternoon.”
Dress professionally - Maintain a clean, neat, and professional appearance.
Posture - Sit upright and maintain open body language.
Stand for senior officials - Always stand up when a senior official, executive, or important guest arrives to show respect and attentiveness.
2 - Communication Skill
Speak clearly - Use a polite and calm tone, even in stressful situations.
Listen attentively - Pay full attention to visitors or callers without interrupting.
Use positive language - Avoid negative words. Instead of “I don’t know,” say “Let me find out for you.”
3 - Organization & Efficiency
Manage tasks - Handle calls, visitors, and paperwork in an organized way.
Know your workplace - Be informed about departments, staff names, and company policies to direct visitors accurately.
Keep a tidy desk - A clean, organized reception area reflects professionalism.
4 - Confidentiality & Discretion
Handle information carefully - Do not share sensitive or internal information with visitors or over the phone.
Maintain privacy - Be discreet when discussing appointments or internal matters.
5 - Problem-Solving & Patience
Handle complaints calmly - Stay calm and helpful, even when dealing with difficult visitors.
Think quickly - Be ready to make quick decisions, like whom to contact in an emergency or how to manage a sudden rush.
6 - Tech & Phone Etiquette Answer promptly - Pick up calls within 3 rings.
Be clear and courteous - Introduce yourself, state the company name, and offer assistance.
Transfer correctly - Know how to transfer calls properly and take accurate messages.
7 - Hospitality Attitude
Offer help proactively - If someone looks lost, offer assistance without them asking.
Provide comfort - Offer seating, water, or reading material if visitors have to wait.
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