receptionist interview (1)

RECEPTIONIST

REICNETPETRIVOINEIWST

By
Mutita Chanaphan No.27

116310102166-0

What is reception in hotel ?

The reception in a hotel is the desk or
office that books rooms for people and
answers their questions.
A reception is a formal party which is given to
welcome someone or to celebrate a special
event.

Front office area is commonly termed as
'Reception', as it is the place where the guests
are received when they arrive at the hotel.

It is the first point of interaction
between the hotel and the guests.

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Definition of reception

1: The act or action or an instance of receiving: such
as

RECEIPT the reception and distribution of funds
ADMISSION reception into the church
RESPONSE, REACTION the play met with a mixed
reception
the receiving of a radio or television broadcast
the catching of a forward pass by a receiver
2: A social gathering often for the purpose of
extending a formal welcome

Synonyms for reception
Synonyms

affair
bash
binge
blast
blowout
do
event
fete
function
get-together
party
shindig

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The meaning of
Receptionist

A receptionist is an employee taking an office or
administrative support position. The work is usually
performed in a waiting area such as a lobby or front
office desk of an organization or business. The title
receptionist is attributed to the person who is employed
by an organization to receive or greet any visitors,
patients, or clients and answer telephone calls. The
term front desk is used in many hotels for an
administrative department where a receptionist's duties
also may include room reservations and assignment,
guest registration, cashier work, credit checks, key
control, and mail and message service. Such
receptionists are often called front desk clerks.
Receptionists cover many areas of work to assist the
businesses they work for, including setting
appointments, filing, record keeping, and other office
tasks.

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Opportunities for
advancement

Depending on the industry a receptionist position can
have opportunities for networking in order to advance
to other positions within a specific field. Some people
may use this type of job as a way to familiarize
themselves with office work, or to learn of other
functions or positions within a corporation. Some people
use receptionist work as a way to earn money while
pursuing further educational opportunities or other
career interests such as in the performing arts or as
writers.

While many persons working as receptionists continue
in that position throughout their careers, some
receptionists may advance to other administrative jobs,
such as a customer service representative, dispatcher,
interviewers, secretary, production assistant, personal
assistant, or executive assistant. In smaller businesses,
such as a doctor's or a lawyer's office, a receptionist
may also be the office manager who is charged with a
diversity of middle management level business
operations. For example, in the hotel industry, the night-
time receptionist's role is almost always combined with
performing daily account consolidation and reporting,
more particularly known as night auditing.

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When receptionists leave the job, they often enter
other career fields such as sales and marketing, public
relations or other media occupations.

A few famous people were receptionists in the
beginning, such as Betty Williams, a co-recipient of the
1976 Nobel Peace Prize. A number of celebrities had
worked as receptionists before they became famous,
such as singer/songwriter Naomi Judd and Linda
McCartney, photographer, entrepreneur and wife of
Paul McCartney. Other famous people who began their
careers as receptionists or worked in the field include
civil rights activist Rosa Parks and former Hewlett-
Packard CEO Carly Fiorina.

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What does a Receptionist do?

As a Receptionist, you will be the first point of
contact for our company. Our Receptionist’s duties
include offering administrative support across the
organization. You will welcome guests and greet people
who visit the business. You will also coordinate front-
desk activities, including distributing correspondence
and redirecting phone calls.

To be successful as a Receptionist, you should
have a pleasant personality, as this is also a customer
service role. You should also be able to deal with
emergencies in a timely and effective manner, while
streamlining office operations. Multitasking and stress
management skills are essential for this position. This
role may require working in shifts, so flexibility is a plus.

Mutita Chanaphan No.27 116310102166-0

Receptionist responsibilities

Greet and welcome guests as soon as they arrive at the
office.
Answer, screen and forward incoming phone calls.
Ensure reception area is tidy and presentable, with all
necessary stationery and material (e.g. pens, forms and
brochures).
Provide basic and accurate information in-person and via
phone/email.
Maintain office security by following safety procedures
and controlling access via the reception desk (monitor
logbook, issue visitor badges).
Order front office supplies and keep inventory of stock.
Update calendars and schedule meetings.
Arrange travel and accommodations, and prepare
vouchers.
Perform other clerical receptionist duties such as filing,
photocopying, transcribing and faxing.
Keep updated records of office expenses and costs.




Receptionist responsibilities include:

Receiving visitors at the front desk by greeting,
welcoming, directing and announcing them appropriately
Answering screening and forwarding incoming phone
calls.
Receiving and sorting daily mail.

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Customer Service Duties

The bulk of a hotel receptionist’s work is directly
related to customer service. They must have an
authoritative knowledge of the hotel and surrounding
area, since they often field questions from guests and
potential guests about the general environment. Much of
this happens over the phone: in most cases, calls placed
to hotels are routed directly to receptionists.

Desk workers are also generally responsible for
making and managing reservations. Most of the time,
this happens with the help of booking software
programs. Receptionists need to understand how to
work these programs, and need the poise to be able to
respectfully alert customers when mistakes like
overbooking have occurred.

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Financial Duties

The hotel receptionist is in charge of collecting room
payments and settling accounts. He or she must know
how to process credit cards, and must be able to add
room charges for things such as newspapers and food
delivery. Fees for damage to the property and charges
for missing items are also usually handled by the
receptionist.

Most of the time, the desk clerk will manage a cash
drawer, as well. He or she will not usually keep much
money, but will often handle basic transactions like
sundry purchases or key replacement fees.

Overlap with Concierge

In a small hotel, the receptionist may also be
responsible for helping guests plan day trips, rent cars,
or make restaurant reservations. Most major hotels have
a dedicated concierge for this purpose, but even so, the
hotel receptionist is often expected to play a supporting
role. When the concierge is busy or unavailable, the
desk clerk is usually the go-to person for anything a
guest needs.

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Requirements and skills

Proven work experience as a Receptionist, Front Office
Representative or similar role.
Proficiency in Microsoft Office Suite.
Hands-on experience with office equipment (e.g. fax
machines and printers).
Professional attitude and appearance.
Solid written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills.
Multitasking and time-management skills, with the ability
to prioritize tasks.
Customer service attitude.
High school degree; additional certification in Office
Management is a plus.




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To succeed as a hotel receptionist, a person must
generally have an outgoing personality, and be able to
competently handle a number of different tasks at
once. Receptionists must be quick on their feet, and
have top-notch math and computer skills. Prior
customer service experience may also be required.



Most hotels require their receptionists to hold at
least a high school diploma or equivalent. More
advanced degrees, especially those with an emphasis
on hospitality or travel, often make candidates more
competitive, however. Competition is particularly steep
at well-known hotels and resorts, where receptionists
are typically better paid than at smaller, up-and-
coming establishments.

A hotel receptionist is also likely to need a flexible
schedule. Many hotels staff their reception desks
around the clock, which means that working hours can
vary dramatically. Receptionists typically earn more
“regular” hours the longer they have worked, but
should expect to work nights and weekends, at least at
first.

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What Does a Spa
Receptionist Do?




A spa receptionist greets customers, schedules
appointments, and handles payment for spa services.
As the public face of a spa, the receptionist needs to
be friendly and comfortable with a variety of people, in
addition to having familiarity with all the spa services
on offer. The job may come with benefits like an
employee discount on services or opportunities to try
new treatments for free, an option provided at some
spas so receptionists can provide first-hand information
to clients.

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Appointment handling, including making
reservations, moving them, scheduling providers, and
organizing rooms, is an important part of the job for a
spa receptionist. This requires considering requests
from customers for special services, like oil-free
massage for people with allergy concerns. In addition,
the spa receptionist needs to make sure clients and
providers are appropriately paired; a treatment
provider might not know how to do all the services,
for example, or a client might request someone of a
specific gender.

Clients often have questions about spa services,
which can range from how they feel to the ingredients
used. The spa receptionist needs to provide accurate
information as well as recommendations for people who
are unsure about which services they may like.
Receptionists can also assist people with questions
about group bookings like bridal parties, which can
require some advance arrangement to make sure the
needs of the clients are met. Receptionists can also
place orders for food and drinks for people in the spa
so they have refreshment between spa treatments.

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Frequently asked questions

What does a Receptionist do?
Receptionists work within an organization to help it run
smoothly. They greet visitors, answer phone calls, and run
errands while maintaining professional composure
throughout interactions with customers or potential clients.

What are the duties and responsibilities of a
Receptionist?
A Receptionist’s duties and responsibilities include greeting
visitors, helping them navigate through an office, and
supplying them with refreshments as they wait. In addition,
they maintain calendars for appointments, sort mail, make
copies, and plan travel arrangements. In some
environments, they can even assist security by monitoring
visitor access.

What makes a good Receptionist?
A good Receptionist is organized, communicates well, and
practices excellent time management skills. In addition,
because they’re often the initial contact for customers and
clients, they must have excellent customer service skills, be a
problem-solver, and gracefully assist unhappy customers.

Who does a Receptionist work with?
Receptionists interact with clients, customers, delivery staff,
and other public service members throughout their day.
Generally, they report directly to an Office Manager.

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Evolution and new
technology

Some small-to-medium-
sized business owners hire a
live remote receptionist in lieu
of a full-time, in-house
receptionist, thanks to
advances in communications
technology.

As the phrase itself suggests,
a live remote receptionist deals
with phone calls for a company in
another location using telephony
private branch exchange (PBX)
servers.

Most modern receptionist services can take
messages, screen and forward calls, answer basic
FAQs, and fill out web forms. Many services can
also schedule appointments and take credit card
orders. Some of the older receptionist services have
been around for decades, but these often operate
very differently from modern services.

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Advances in touch screen and 2-way video
technology is changing the way some receptionist
work. New types of virtual video receptionist systems
now allows for live, in-house or remote receptionists to
manage office lobby areas from remote locations.

These virtual receptionists not only answer phones
but also greet walk-in visitors by utilizing a motion
detection camera to "see" visitors as they enter the
building. The remote receptionist is then displayed in a
video window on a wall-mounted LCD, kiosk or desktop
all-in-one computer. The video receptionist and visitors
can then communicate via 2-way video, allowing the
receptionist to manage one or many office lobby areas
from a central location.

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23 Receptionist for
Interview Questions and

Answers

Learn what skills and qualities interviewers are
looking for from a receptionist, what questions you can
expect, and how you should go about answering them.

Receptionist interview questions will vary depending
on the company. However, most questions will focus
on your customer service skills, your ability to
handle multiple tasks at once, and your knowledge
of the company’s products and services.

In this guide, we will provide you with a list of common
questions that are asked in a receptionist interview,
along with sample answers. We will also provide tips on
how to prepare for your interview.

Why do you want to be a receptionist?

Employers ask this question to learn more about your
motivation for applying to their open receptionist
position. They want to know that you are passionate
about the role and understand what it entails. When
answering this question, try to emphasize the ways in
which you are well-suited for the job. Explain why you
are excited to be a receptionist and how you will
contribute to the company.

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Example: “I want to be a receptionist
because I love interacting with
people. I am always eager to help
others, and I am confident in my
ability to answer questions and solve
problems. I also enjoy being
organized, and I know that
receptionists need to be detail-
oriented. I am excited to help this
company grow, and I am confident
that I can make the receptionist role
my own.”

What do you enjoy most
about working as a receptionist?

This question can help the interviewer understand
what motivates you and how you see yourself fitting in
with the company culture. Your answer can also help
the interviewer understand whether you would enjoy
working at the company. When answering this question,
try to focus on the positive aspects of being a
receptionist and how you can contribute to the
company.

Example: “I enjoy helping people. When I’m
answering phones, I can make sure that everyone
who calls in gets the help they need. I also enjoy being
able to multitask and help the company run smoothly. I
feel like I’m a great communicator, so I enjoy being
able to use my skills to help others.”

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Do you prefer to work independently or
in a team?

This question can help interviewers learn more
about your personality and how you may fit in with
their company culture. If you are applying to a
company that values teamwork, you may want to
mention that you enjoy working in a team. If you
prefer to work independently, you may want to
mention that you are comfortable working on your
own.

Example: “I enjoy working in a team, but I am also very
comfortable working independently. In my previous
position, I worked with a team of five other
receptionists. We all had our own responsibilities, but we
also worked together to cover for each other when
someone was out sick or on vacation. I also enjoy
helping others, so I often helped my coworkers when
they were busy with a task.”

How do you manage stress at work?

When answering this question, it’s important to show
the hiring manager that you can manage stress in a way
that doesn’t affect your work. This is especially
important for receptionists, who often have a lot of
responsibilities and need to be able to focus on their
work.

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Example: “I find that I can reduce stress by taking a
few minutes to myself. I’ll go to the bathroom or outside
for a few minutes and take some deep breaths. I also
find that talking to someone can help me reduce stress.
I’ll ask my coworker if they have a moment to talk, and
we’ll discuss whatever is on our minds. This helps me feel
less stressed and more focused on my work.”

Why are you interested in working for
this hotel?

Employers ask this question to see if you did your
research and understand what they do. They want to
know that you’re genuinely interested in their company
and how you can contribute to it. When you answer this
question, try to show that you’ve researched the
company and have a clear understanding of what they
do. If you’re applying for a job at a small company, it’s
also a good idea to mention how you can help them
grow.

Example: “I’m interested in working for this company
because I love your mission. I’ve read about your work
with the local school district and think it’s amazing that
you’re helping students learn about technology. I’m
excited to be a part of this team and help you continue
this important work.”

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What appeals to you about this role?

Employers ask this question to see if you’re a good fit for
their company culture. They want to know what you like
about the position and what you can offer them. Before
your interview, make a list of things that appeal to you
about the role. Focus on the job’s benefits and perks, as
well as the company’s mission statement.

Example: “I’m passionate about helping others, so I
love working in a receptionist role. I also love that this
company is a family-owned business, so I know I’m
helping to support local business owners. I’m excited to
be a part of a company that cares about its employees
and the community.”

Are you comfortable answering phones
and talking with people?

This question is often asked to gauge your
communication skills. Employers want to know that you
are confident and can speak clearly and concisely.
They also want to know that you can handle a high
volume of calls and direct them appropriately. In your
answer, show that you are comfortable with phone
calls and can speak clearly. Explain that you can
handle a lot of incoming calls and direct callers to the
appropriate person.

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Example: “I am very comfortable talking on the phone. I
have worked as a receptionist for the past three years,
and I have answered phones for a large company. I am
used to talking with people of all ages and backgrounds.
I can speak clearly and concisely, which helps me
answer questions quickly. I also have a knack for
remembering names and faces, which helps me connect
with people on the phone.”

Do you have experience using any
customer relationship management
systems?

Customer relationship management systems are
software programs that help receptionists keep track of
customer information, schedules and other details.
Employers ask this question to make sure you have
experience using this type of software and to see if you
have any specific experience with the system they use. If
you do have experience using this type of software, share
what you know about the system the employer uses. If you
don’t have experience using a customer relationship
management system, explain that you are willing to learn.

Example: “I have used several different customer
relationship management systems in the past. I am
comfortable using any system that helps me keep track of
important information and schedules. I am also
comfortable learning new systems as long as I am given
enough time to practice.”

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In what ways has your previous work
experience prepared you for this role?

Employers ask this question to learn more about
your qualifications and how they relate to the role. This
question is also a way for employers to see if you have
the skills and experience they’re looking for in a
receptionist. When answering this question, think about
the skills and qualities you have that you know are
important for this role.

Example: “In my previous role as a receptionist at a law
firm, I learned how to communicate with many different
types of people. I also learned how to use a variety of
software and systems that I know will be helpful in this
role. I am also familiar with how to use a phone system,
which is essential for this role.”

Do you have experience working with
scheduling software?

This question can help employers learn about your
computer skills and how well you can use software to
help you perform your job duties. When answering
this question, you can describe your experience with
scheduling software and how you use it to help you
organize your work.

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Example: “In my previous role as a receptionist, I used a
scheduling software to help me keep track of my daily
tasks. The software helped me see who was available
for appointments and who was already booked. It also
helped me see when I could take breaks and when I
could take lunch. I find that using scheduling software is
helpful because it helps me stay organized and on track
with my work.”

What would you do if you had to refuse
someone entry to an office?

An interviewer may ask you this question to
assess your problem-solving skills and your ability to
remain calm under pressure. Your answer should
show that you can remain calm and polite in such a
situation.

Example: “If I had to refuse someone entry, I would
remain polite and explain that the office is closed. If
they insisted on seeing the person they wanted to
meet, I would explain that I cannot let them in, but I
would be happy to take a message. I would also offer
to call them as soon as the office opens and give them
the opportunity to speak with the person they want to
meet.”

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How would you handle multiple calls at
once?

This question can help interviewers see how you
handle multitasking and prioritize your work. When
answering, it can be helpful to mention a specific time
when you handled multiple calls at once and how you
managed to do so effectively.

Example: “In my previous role as a receptionist, I often
had multiple calls at once. I learned that the best way to
handle this was by using a call queue system. I would
answer the first call and then transfer it to my coworker.
After that, I would answer the second call and then
transfer it to my coworker. This allowed me to take care
of all of the calls without missing any information or
causing any delays.”

What strategies would you use to stay
organized?

This question can help the interviewer learn about
your organizational skills. Your answer can also show
them how you plan your day and prioritize your tasks.
To answer this question, you can describe a strategy
you use to stay organized and give an example of how
it helped you.

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Example: “I use a calendar app on my phone to keep
track of my daily schedule. This helps me manage my
time and stay on top of my tasks. For example, I used
this strategy when I was working at my previous job. I
had a lot of different tasks to manage each day,
including answering phones, greeting visitors and
scheduling meetings. Using my calendar helped me
stay on top of my work and complete it all each day.”

How would you make visitors feel welcome?

The interviewer may ask this question to see how
you welcome people and make them feel comfortable.
Your answer should show that you are friendly and
welcoming to all visitors. You can mention a few ways
you can make people feel comfortable, such as greeting
them, introducing yourself and asking how they can help
them.

Example: “I would greet visitors as soon as they walk
in the door. I would smile and say ‘hello’ or ‘welcome’ to
make them feel at ease. I would also ask how I can
help them and introduce myself. If they need to fill out
forms or have questions, I would be more than happy
to help them with anything they need.”

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How would you ensure information
confidentiality?

The interviewer is likely to ask you this question to
evaluate your ability to keep information confidential.
This is an important aspect of a receptionist’s job, and
you should demonstrate that you understand the
importance of this task. In your answer, explain how you
would keep information confidential and how you would
ensure that you do not share confidential information
with others.

Example: “I would ensure information confidentiality
by ensuring that I do not share information with
anyone who does not need to know. I would also
ensure that I do not leave information out in the open
where others can see it. I would be sure to shred all
confidential documents before disposing of them, and
I would be sure to keep my conversations with others
confidential unless they are authorized to know.”

What would you do if you made a mistake?

This question can help the interviewer understand
how you respond to challenges in the workplace. Your
answer can also show the interviewer how you handle
responsibility and how you learn from your mistakes. In
your answer, try to show that you are willing to take
ownership of your mistakes and learn from them.

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Example: “If I made a mistake, I would first apologize to
the person I made the mistake to. Then, I would try to fix
the mistake as soon as possible. If I couldn’t fix it right
away, I would find out when I could fix it and let the
person know. I would also make sure to document the
mistake so that I could learn from it and make sure it
doesn’t happen again.”

How would you handle a situation where
you needed to get approval from multiple
people to complete a task?

This question can help the interviewer understand
how you interact with multiple people in the workplace.
Showcase your communication skills and ability to
collaborate with others by giving examples of how you
worked with multiple people to complete a task.

Example: “In my last role, I needed to get approval from
three different managers to approve a client’s request. I
scheduled a meeting with all three managers at the same
time to discuss the client’s request. This allowed me to get
all the information I needed from the managers and
helped me avoid having to schedule multiple meetings
with each manager.”

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Would you be willing to take phone calls
outside of normal business hours, such as for
after-hours emergency calls?

If an employer asks this question, it’s likely that they
want to know if you’re willing to work overtime. In your
answer, be honest about your willingness to work overtime
and explain why you’re qualified for the position.

Example: “I am happy to work overtime, especially when
it’s for the benefit of the company. I am a hard worker and
I know that my dedication to my job is one of my greatest
strengths. I am also a night owl, so I would be happy to
take after-hours calls as needed. In fact, I have experience
doing this in my current position, where I regularly answer
calls after hours.”

How would you respond if someone was rude
to you?

This question can allow you to demonstrate your
interpersonal skills and how you handle conflict. It can also
allow the interviewer to see how you would respond to a
situation that may occur in their office. When answering this
question, it can be beneficial to give an example of a time
you encountered a rude person and how you handled the
situation.

Example: “I would respond by remaining calm and polite. I
would try to diffuse the situation by remaining calm and
asking them to calm down. If they continue to be rude, I
would ask them to leave the office and call security if they do
not comply. I would also report the incident to my supervisor.”

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What would you do if you saw two
employees arguing in the office?

This question can give the interviewer insight into how
you handle conflict and how you can use your
communication skills to diffuse a tense situation. Use your
answer to highlight your conflict resolution skills and your
ability to remain calm in a tense situation.

Example: “When I see two employees arguing, I would first
make sure that everyone in the office is safe. Then, I would
ask both employees to step into my office for privacy and
explain that I am there to help them resolve their conflict.
I would listen to both sides of the argument and try to help
them come to a compromise. If they are unable to come to
an agreement, I would ask them to take a few minutes to
think about their compromise and then meet again.”

How do you see yourself progressing in a
secretary or receptionist role?

This question can be a great way to show your
interviewer how you view your career and how you want
to grow within the company. It can also show them how
you view the receptionist role in relation to your future
goals. When answering this question, it can be helpful to
think about the skills you have developed in your current
role and how you want to apply them in the future.

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Example: “I see myself growing in this role for a few years
before moving into a managerial position. I have always
enjoyed working with people and helping them, so I think I
would enjoy being a manager and helping my team succeed.
I also think I would enjoy being able to work on projects
that are more challenging and allow me to use my problem-
solving skills.”

What might you do to improve your skills as
a receptionist?

Employers might ask this question to see if you’re open
to learning more about your job and how you can improve
your skills. They might also want to know if you’re looking
for opportunities to advance in your career. In your answer,
try to show that you’re willing to learn more about your job
and that you’re motivated to advance your career.

Example: “I’m always looking for ways to improve my
skills as a receptionist. I would start by researching the
latest software that can help me do my job more
efficiently. I would also ask my coworkers for tips on how
I can improve my receptionist skills. I’m always looking for
ways to improve my communication skills and become a
better problem solver.”

Do you have any questions for me?

This is your chance to show the employer that you are
interested in the job and want to learn more about it. It also
gives you the opportunity to ask questions about the
company culture, the receptionist job description or the
company’s expectations of you.

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Example: “I have a few questions. First, I noticed that
your company has a unique dress code. I am wondering
what you expect from receptionists in terms of clothing
and makeup. Also, I noticed that you have a lot of clients
who come in for appointments. I am wondering how you
ensure that clients are taken care of in a timely manner.
Lastly, I am wondering if you have any tips for me to
improve my receptionist skills.”

Mutita Chanaphan No.27 116310102166-0

Receptionist Uniform

We wanted to use the gray color
of the dress for an elegant and
expensive look. Add a touch of
class to the hotel receptionist.
Using red on the collar to make the
color look contrast with the gray.
female receptionist uniform We
choose to use formal attire that is
based on a suit. So that guests can
see the neat and good looks of the
staff and a good uniform is the
face of the hotel.

I choose the color because of
passion and energy. Red draws
attention like no other color and
radiates a strong and powerful
energy that motivates us to take
action. It is also linked to sexuality
and stimulates deep and intimate
passion.

Mutita Chanaphan No.27 116310102166-0

Crossword Games

Mutita Chanaphan No.27 116310102166-0

Crossword Games-Answers

Mutita Chanaphan No.27 116310102166-0

Bibliography

https://www.collinsdictionary.com/dic
tionary/english/reception
https://en.wikipedia.org/wiki/Recepti
onist
https://www.merriam-
webster.com/dictionary/reception
https://resources.workable.com/recep
tionist-job-description
https://climbtheladder.com/receptioni
st-interview-questions/

Mutita Chanaphan No.27 116310102166-0