Prepare for your Receptionist interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
Receptionists often need to work quickly in order to keep up with their busy schedules. Employers ask this question to make sure you have the skills and experience needed to succeed in their office environment. In your answer, explain that you are comfortable working under pressure and how you handle it.
Answer Example: “I am definitely comfortable working in a fast-paced environment. I’ve been a receptionist for five years now, and I’ve learned how to manage my time effectively so I can complete all of my tasks within the workday. For example, I ensure that all incoming calls are answered within two rings so that customers can speak with someone immediately. I also use a calendar system to keep track of appointments so I can ensure everyone gets seen on time.”
This question can help the interviewer determine if you have the skills necessary to succeed in this role. Use your answer to highlight some of the most important skills for a receptionist and explain why they are so important.
Answer Example: “Communication is one of the most important skills for a receptionist. I always make sure to answer calls promptly, answer questions accurately and politely, and transfer calls to the appropriate person when needed. Another important skill is organization, as I need to keep track of many different tasks and appointments. Finally, patience is key because receptionists often answer calls from many different people with different questions.”
Employers ask this question to learn more about your personality and how you might fit in with their company culture. They want to know that you are friendly, outgoing and able to interact with people from all backgrounds. When answering this question, think of two or three words that describe your personality. Try to choose words that show off your positive traits while avoiding negative ones.
Answer Example: “I would describe my personality as friendly, organized and energetic. I love meeting new people, so receptionist work suits me well. I’m also very organized, which helps me keep track of all the information I need to remember while on duty. Finally, I’m always ready to take on new challenges and projects, so I’m excited to use my energy to help this company grow.”
This question is an opportunity to share your experience and how it has prepared you for this role. Share what you enjoyed about the job, what challenges you faced and how you overcame them.
Answer Example: “I have been a receptionist for five years now, and I absolutely love it. In my last position, I was responsible for answering phones, greeting clients and scheduling appointments. I also managed the company’s email account and social media accounts. One of my favorite parts of the job was interacting with clients and helping them with their questions or concerns.”
This question can help the interviewer understand how you use your problem-solving skills and apply them to your work. Use examples from your past that highlight your ability to solve problems, analyze information and make decisions.
Answer Example: “In my last role as a receptionist, I noticed that our phone system was not working properly. The phones were not ringing when clients called in, which could have led to lost business. I immediately contacted our IT department to see if they could help me fix the issue. After troubleshooting for a few minutes, we discovered that the problem was with the phone lines. The IT team fixed the issue within an hour.”
This question can help the interviewer determine how you would handle sensitive information about their employees. Use your best judgment when answering this question and try to show that you would respect the privacy of their employees.
Answer Example: “I would first make sure that the visitor was authorized to receive this information. If so, I would provide them with the staff member’s name, their department and their phone number or email address. I would also tell them where they could find the staff member if they wanted to speak with them in person.”
This question can help the interviewer understand how you prioritize your work and manage time. Your answer should show that you can multitask and prioritize important tasks over less important ones.
Answer Example: “If I were busy with a call, I would politely ask the visitor to wait until I’m done with my current call. If they needed assistance right away, I would try to find someone else in the office who could help them until I’m free. If no one else is available, I would end my current call as quickly as possible to assist the visitor.”
Receptionists often handle a lot of stress. They are the first person clients see when they come into the office, so they often have to deal with clients who are frustrated or angry. Employers ask this question to make sure you can handle stress well and remain professional when you’re under pressure. In your answer, explain how you handle stressful situations. Share an example of a time when you were stressed out at work and how you overcame it.
Answer Example: “I am a very organized person, which helps me manage stress. When I am stressed out, I take a few minutes to relax and think about what I need to do. Then, I break down my tasks into smaller chunks so they are easier to manage. This helps me stay focused on what’s most important and ensures that I am giving each task the attention it deserves.”
This question can help the interviewer determine your experience level with receptionist software and how comfortable you are using it. Use your answer to highlight any previous experience you have with this type of software and how it has helped you in your career.
Answer Example: “In my last role as a receptionist, I was responsible for using the company’s receptionist software every day. I found that the software made my job much easier because it allowed me to keep track of all incoming calls, emails and appointments. It also helped me organize all of the information so I could provide better customer service.”
This question can help the interviewer understand how you interact with others and your ability to be welcoming. Use examples from past experiences where you made someone feel comfortable in a new environment or situation.
Answer Example: “When a visitor comes into my office, I always try to make them feel welcome. My first step is to greet them with a smile and offer them some water or coffee. If they need help finding something, I’ll offer to show them where it is or search for them if I’m able to. I also like to ask about their day or what brought them into our office so I can better understand their needs.”
Interviewers ask this question to see if you have ideas for improving their company’s customer service. They want someone who can come in and make an immediate impact, so it’s important to show that you have experience with this type of work.
Answer Example: “I would start by creating a customer service plan that outlines our goals and objectives for customer satisfaction. I would then train all employees on the new policies and procedures so they are aware of what’s expected of them. Next, I would create a system for tracking customer feedback so we can respond quickly when someone has an issue. Finally, I would create a rewards program for loyal customers to encourage them to continue doing business with us.”
This question can help the interviewer understand how you prioritize your work and manage time. Your answer should include a step-by-step process for handling incoming calls, including which steps are most important and why.
Answer Example: “When I receive an incoming call, I always make sure to greet the caller with a friendly ‘hello’. This is because I believe that customer service starts with a greeting that is welcoming and friendly. Next, I check the caller’s name and company name from our database so that I can address them by name when speaking with them. This shows the caller that I am familiar with their information and wants to provide personalized service. Finally, I take notes during our conversation so that I can accurately record any information they provide.”
Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, make a list of all the skills and experiences that qualify you for this role. Focus on what makes you unique from other candidates and highlight any transferable skills or certifications you have.
Answer Example: “I am a highly organized person who loves to multitask. I have experience working as a receptionist at my previous job, so I know what it takes to be successful in this position. I also have excellent communication skills and can easily interact with customers and colleagues. These skills make me stand out from other candidates.”
This question is a great way for employers to learn more about your background and experience. It’s important to show them that you have the skills and knowledge necessary to succeed in their industry. When answering this question, it can be helpful to mention the specific industries you’ve worked in and what types of companies you worked for.
Answer Example: “I have experience working in both the medical and hospitality industries. In my last position as a receptionist at a doctor’s office, I assisted patients with scheduling appointments, answering phone calls and emails and filing paperwork. At my previous job as a hotel receptionist, I was responsible for answering calls, checking in guests and helping them with any questions they had.”
This question can help the interviewer understand how you view communication and its importance in the workplace. Your answer should show that you value communication, but it can also give the interviewer insight into your personality and style.
Answer Example: “I think the most important aspect of being a good communicator is being able to listen. I’ve found that many misunderstandings or miscommunications happen because someone isn’t listening carefully enough. I try to always be attentive when someone is speaking so that I can fully understand what they’re saying. This has helped me develop strong relationships with coworkers and clients alike.”
This question can help the interviewer determine how well you organize your work and maintain accurate contact lists. Use examples from past experiences where you updated contact lists regularly or implemented a system for doing so.
Answer Example: “I have a system in place where I update my contact lists every time I speak with someone new, add information to an existing contact or make changes to a contact’s information. This helps me stay organized and ensures that I always have up-to-date information about who I’m working with. In my last role, I implemented this system and it helped me save time when looking up information about clients.”
This question is a great way to test your problem-solving skills. It also shows the interviewer that you can handle stressful situations and remain calm. When answering this question, it can be helpful to describe the steps you would take to solve the problem.
Answer Example: “I would first check the visitor’s appointment book to see if there was any error on our end. If not, I would call the person who made the appointment to make sure they still wanted to meet with the visitor. If they did, I would then try to find an available time slot for them to meet. If all else fails, I would ask the visitor to reschedule their appointment.”
