Are you preparing for a receptionist interview? Learning about receptionist interview questions and perfect answers to give can help you skyrocket your chances of winning the job.
When it comes to the roles in an organization, it is hard to ignore just how crucial the role of a receptionist is. Receptionists are the first contact of any organization that clients get in touch with in any organization.
A bad receptionist hire can utterly destroy the image of a company, since the first impression clients get when with the reception can determine his or her continuous interest dealing with the company. This is one of the reasons hiring manage sues these receptionist interview questions to evaluate candidates.
Do you want to scale through receptionist interview questions? In this guide I will show you the possible receptionist interview questions to expect with perfect sample answers alongside each of the questions.
Receptionist Interview Questions and Answers
A prominent receptionist is one that is detail-oriented, organized, and has effective communication skills. For you to ace receptionist interview questions you should be prepared to answer open-ended interview questions that will evaluate experience, familiarity with software for the work, skill set – including multitasking, working with customer service, and the ability to make quick judgement calls.
Below are the receptionist interview questions to expect when going for a receptionist interview, and also the questions to ask a receptionist during an interview as an employer.
#1: How do you keep your daily schedule organizes?
Some of the receptionist interview questions doesn’t have to be all about you. When employers ask this question, they are not overly concerned about how you organize your day. They want you to discuss that you are well-organized and will complete all your duties in a competent and timely manner.
Sample answer: “I begin every day by making a list of everything I need to accomplish. I check my calendar for any meetings or appointments, so I can be aware of them, and get coverage on the front desk if necessary. I know as a receptionist that communication is key, and knowing how to effectively communicate with clients help reduce tasks that can be piled up and disorganize my schedule. And at the same time I try to keep an updated record on my to-do list by check-marking every completed task.”
#2: What role does a receptionist play in a customer’s first impression of an organization?
Receptionists are the first people customers get to meet in any organization. The first impression customer get can either increase their interest to do business with the organization, or kill their interest to do business with the company.
This is one of the receptionist interview questions employers ask to be sure that you understand the position you are applying for, and also learn about your philosophy of work.
Sample answer: “A receptionist can make a big impression—positive or negative—on customers. Since I’m one of the first people customers see, a frustrating or poor interaction can really sour their opinion on the company or overall experience they had. To me, it’s similar to when the host greets you at a restaurant. If they seem frantic or act rudely, then it can feel later like your food just doesn’t taste as delicious. That’s why I always make sure to greet people with a smile on my face and make sure all customers feel like they’ve got my full attention.”
#3: How do you handle a situation where you need to manage an upset individual at the receptionist desk?
The main goal why employers ask this question is to find out how you deal with upset clients. Is it that the idea of handling an upset client makes you uncomfortable? Can you approach this kind of situation in a workplace with confidence? And do you have any experience to demonstrate when you handled such situation? Once you are able to give positive response to those questions, you should be able to give a perfect answer to this and related receptionist interview questions.
Sample answer: “”Once, I had a very loud and aggressive person speaking to me at the receptionist desk asking to speak to my boss. I maintained a very even voice so as not to escalate the conflict. I explained politely that my boss would contact the customer at his earliest convenience and that I would make sure that happened. He calmed down and left, seeming satisfied.””
#4: What types of software have you used in previous jobs?
This is one of the most common receptionist interview questions you will have to tackle in your receptionist interview.
Employers ask this question to find out the software you are familiar with, and if it also match the software the company is using.
Sample answer: “I have been using Microsoft Office throughout my career as a receptionist, which is seven years now. I am also proficient with Google and Microsoft calendaring software, Google Sheets and Docs, all common instant message platforms and Slack.”
#5: How do you manage your workload when it’s really busy?
Receptionists are bound to encounter bulky workload in any organization. Employers are aware of that, but they are interested in knowing how you intend managing the workload in order to be productive.
It will be great when you have prior experience to demonstrate how you manage workload to speak about.
Sample answer: “With my experience working with two different firms as a receptionist, I know for sure that I am bound to encounter busy workload. I try to create a chronological to-do list that highlights most recent tasks at the top to the least important tasks. By doing that I am able to be productive even though I am having a busy workload to handle.”
#6: What do you think is the most essential quality for a receptionist to have?
Receptionists are important figures in any organization. They keep the office running smoothly and are the first contact for the company. When giving your answer to this question, it should reflect on these skills and also other relevant skills listed on the job description.
Sample answer: “A great receptionist has excellent organizational skills, is a valuable resource that employees can count on, and has a positive and friendly attitude at all times. A receptionist is the first face of the company that many clients will see, so it’s vital to make a great first impression.”
#7: How do you manage office communications in a secure way?
Discretion is one of the roles of a receptionist. This is one of the top receptionist interview questions employers ask in a receptionist interview. They want to know if you can keep confidential information away from clients, since you are the first representative of the company that attends to them.
If you have discretion and can keep focused on whom to know what, you will be a big plus to any company looking for a receptionist to hire.
Sample answer: “As someone who has good communication skills, I know how to play around with customers and other people without providing them with information they are not suppose to know. I do not tell people the whereabouts of my boss or other members of the company unless authorized to do so. . I keep a professional and cordial, but firm demeanor at all times.”
#8: Do you have experience with multi-line phone system?
Unlike some of the top crucial receptionist interview questions, your r experience with multi-line phone system isn’t that crucial. You can simply give a yes/no answer when you have the experience or not.
But if you can’t handle multi-line phone system, try to give answer that shows that you will be willing to learn it.
Sample answer: “Over the course of five years spell working as a receptionist, I haven’t been privileged to work with a multi-line phone system before. But I am confident I would catch on pretty quickly when given the opportunity. I’m very willing to take training in advance of my start date if I am selected for the position.”
#9: Tell me about a situation where you had to handle a difficult customer.
If you have worked as a receptionist before, there is a big possibility that you have faced a situation where you had to handle a difficult customer. Receptionist interview questions like these are referred to as behavioural interview questions. Employers ask this question to know how you will react and handle similar situation when it arises when you are employed
Sample answer: “There is this cliché ‘customers are always right’ I am fully aware of that I apply in my workplace. At my former work in a big shopping mall, there is this customer that was complaining with a loud and aggressive voice that the pair shoe he purchased online was oversize for him. I maintained a calm voice so as not to escalate the conflict, and explained to him that there is 7 days return-back policy on any of our shoe products, and also that he can choose from a variety of sizes. He was calmed and happy to get a well fitted pair of the shoe.”
#10: What’s your typing speed and accuracy?
As a receptionist, you are supposed to know how to type fast. This is a very straightforward question unlike other receptionist interview questions listed above. You should know the answer to this question as a prospective receptionist. If you are unaware of your typing speed and accuracy, you can download and use Mavis Beacon typing software to learn about your typing speed and accuracy.
Sample answer: On average, I’m right at around 80-95 words-per-minute with an accuracy of around ninety percent. I can type faster, but know with increased speed, my accuracy can go down. Regardless, I make sure to re-read everything I type and proofread for grammar and spelling error before sending anything out.
The above questions are specific receptionist interview questions to expect in your receptionist interview. But be sure to go through some of the common interview questions that are definitely going to come up in the interview.
That is it on my guide on common receptionist interview questions with perfect answers.
I’d love to hear from you
Hope you found the common receptionist interview questions helpful?
What about the sample answers to each questions? Do you find them helpful too?
Which of the sample answer did you find more educating?
Is it sample #5, or #8, or which of them?
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