Receptionist Job Description: 12 Free Templates

Get a copy-ready receptionist job description you can post today—plus industry templates, KPIs, pay-transparency language, and compliance tips.

Whether you’re a small business or a multi-site operation, use these plug-and-play blocks to hire quickly and confidently.

Role Snapshot: What Does a Receptionist Do?

A receptionist is the first point of contact for visitors and callers. They manage front desk operations, phones, scheduling, and basic administrative tasks.

In a front desk receptionist job description, emphasize service, accuracy, and efficient triage across calls, visitors, and calendars.

For clarity, include:

• Tools used (e.g., a VoIP phone system and visitor management software)
• Benchmarks (e.g., call answer times and visitor wait times)

Clear expectations help candidates self-qualify and reduce time-to-hire. This receptionist job description guide includes responsibilities, requirements, and tools to tailor for your industry and schedule.

Copy-Ready Receptionist Job Description Template (Universal)

Use this baseline receptionist job description template for general office settings. Customize the responsibilities to match your tools, volume, and schedule.

Job Title: Receptionist

Location: [City, State] | Department: [Office/Operations] | Reports to: [Office Manager/HR]

Summary: The Receptionist delivers a professional first impression, manages multi-line phones, greets visitors, and supports scheduling, mail, and basic administrative tasks. Success looks like quick call response, low visitor wait times, and accurate handoffs.

Responsibilities (Core Duties)

• Greet visitors, verify purpose of visit, and notify hosts
• Answer and route multi-line calls; take clear messages
• Manage shared inboxes and respond to routine inquiries
• Schedule meetings, conference rooms, and appointments
• Maintain visitor logs, badges, and front desk security protocols
• Receive, sort, and distribute mail and packages
• Keep reception area tidy; order office supplies
• Support basic data entry, filing, and document prep
• Coordinate service calls (IT, facilities) as needed
• Escalate urgent issues promptly and professionally

Requirements and Qualifications

• 1+ year in a customer-facing or administrative role (entry-level friendly)
• Clear, professional communication (in person, phone, and email)
• Strong organization, attention to detail, and reliability
• Comfortable multitasking and prioritizing in a fast-paced environment
• Proficient with Microsoft 365/Google Workspace
• Ability to handle confidential information with discretion
• High school diploma or equivalent; associate degree a plus
• Availability for [core hours]; occasional overtime as needed

Tools and Technologies

• Multi-line VoIP/PBX phone system (e.g., RingCentral, Cisco, 8x8)
• Calendar/scheduling (Outlook, Google Calendar, Calendly)
• Visitor management (Envoy, Proxyclick) and badge systems
• CRM or ticketing (Salesforce, HubSpot, Zendesk) as applicable
• Office suite (Microsoft 365 or Google Workspace) and scanner/printer
• Basic video conferencing (Zoom, Teams, Meet)

Notes: Include a pay range and EEO statement to meet transparency and compliance expectations. See the compliance section below for language you can copy.

Industry-Specific Templates

Pick a template that matches your environment. Then adjust tools, schedules, and compliance notes.

These versions address regulated data, high-volume front desks, and role-specific systems so you can post with confidence.

Medical Receptionist (HIPAA-Aware) — Template

Job Title: Medical Receptionist

Summary: The Medical Receptionist welcomes patients, manages check-in/check-out, verifies insurance, schedules appointments, and safeguards PHI in compliance with HIPAA. Accuracy and empathy drive great patient experiences.

Responsibilities:

• Greet patients and confirm identity; manage intake forms
• Answer phones, route calls, and schedule follow-ups
• Verify insurance eligibility and collect copays
• Update EMR with accurate demographics and notes
• Coordinate referrals and prior authorizations as directed
• Prepare charts and manage records per HIPAA
• Maintain waiting room order and patient flow
• Escalate clinical questions to licensed staff

Requirements:

• 1–2 years in a medical front desk preferred
• Experience with EMR/EHR (e.g., Epic, eClinicalWorks, athenahealth)
• Knowledge of HIPAA, privacy, and patient confidentiality
• Insurance basics (eligibility, copays, referrals)
• Calm, compassionate communication under pressure
• Bilingual a plus in patient populations served

Schedule/Pay: List shift coverage (e.g., early opens, evenings) and weekend rotation if applicable. Include a transparent pay range and HIPAA privacy training expectations.

Hotel/Front Office Receptionist — Template

Job Title: Hotel Receptionist / Front Desk Agent

Summary: The Hotel Receptionist provides seamless check-in/out, answers guest inquiries, processes payments, and coordinates with housekeeping and concierge for a smooth stay.

Responsibilities:

• Welcome guests; process check-in/out and room assignments
• Manage reservations, upgrades, and cancellations in PMS
• Answer calls, handle guest requests, and resolve issues
• Take payments; follow cash-handling and PCI procedures
• Coordinate with housekeeping and maintenance
• Log incidents and communicate shift handovers
• Promote property amenities and local attractions

Requirements:

• Customer service/front office experience preferred
• Proficiency with hotel PMS (e.g., Opera, Cloudbeds)
• Professional phone etiquette and conflict resolution
• Ability to stand for extended periods and lift up to 20 lbs
• Availability for night, weekend, and holiday shifts
• Basic math and payment processing accuracy

Schedule/Pay: Note shift differentials (evenings/nights) if offered. Include uniform or appearance standards.

Dental/Clinic Receptionist — Template

Job Title: Dental Receptionist

Summary: The Dental Receptionist manages patient intake, schedules procedures, verifies insurance, and coordinates with clinical staff to keep the schedule running on time.

Responsibilities:

• Greet patients; manage intake and consent forms
• Answer phones; schedule hygiene and procedure appointments
• Verify dental insurance and pre-authorizations
• Collect copays and explain treatment estimates
• Update practice management system and recall lists
• Coordinate with hygienists and dentists on daily flow
• Maintain waiting area cleanliness and supplies

Requirements:

• Experience with dental PMS (Dentrix, Eaglesoft, Open Dental)
• Insurance verification and basic CDT code familiarity
• Excellent communication and patient service
• HIPAA awareness and secure handling of PHI
• Detail orientation in scheduling and billing steps

Schedule/Pay: Include hours (e.g., early starts), occasional weekend clinics, and pay transparency.

Legal Office Receptionist — Template

Job Title: Legal Receptionist

Summary: The Legal Receptionist serves clients and visitors, manages a busy phone queue, schedules attorney calendars, and handles confidential documents with utmost discretion.

Responsibilities:

• Greet clients; maintain visitor logs and security
• Answer and route calls; manage conference room bookings
• Support attorney calendaring and court date reminders
• Handle incoming mail, couriers, and legal service
• Prepare, scan, and file documents per firm protocols
• Maintain confidentiality and follow record retention rules
• Coordinate travel and meeting logistics as needed

Requirements:

• Prior law firm or professional services experience preferred
• Strong discretion and professionalism
• Proficiency with Outlook/Exchange and document systems (iManage/NetDocuments)
• Excellent writing, grammar, and phone etiquette
• Ability to manage multiple attorney requests and deadlines

Schedule/Pay: Standard office hours with occasional overtime before filings or trials. Include EEO and pay range.

Variants by Scope and Schedule

Use these variants to reflect coverage needs, language skills, seniority, and remote models.

Pick the closest fit, then plug in your schedule, tools, and KPIs.

Part-Time or Evening/Weekend Receptionist — Template

Job Title: Part-Time Receptionist (Evenings/Weekends)

Summary: Provides front desk coverage during peak or off-hours, managing calls, visitors, and basic admin tasks to ensure consistent service.

Responsibilities:

• Cover phones and greet visitors during assigned shifts
• Manage after-hours deliveries and access control
• Schedule appointments and log messages for follow-up
• Tidy reception and restock supplies
• Escalate urgent issues to on-call contacts

Requirements:

• Prior front desk or customer service experience helpful
• Reliable, punctual, and comfortable working independently
• Proficiency with phone and scheduling tools
• Availability for [days/hours]; shift differential if applicable

Bilingual Receptionist — Template

Job Title: Bilingual Receptionist ([Language/English])

Summary: Delivers front desk service and phone support in two languages, improving accessibility and service quality for diverse customers.

Responsibilities:

• Greet and assist visitors/callers in [Language] and English
• Translate routine information and documents as needed
• Schedule and confirm appointments across languages
• Maintain accurate records with language preference flags
• Support team with culturally sensitive communication

Requirements:

• Professional fluency in [Language] and English (spoken/written)
• Clear phone etiquette and customer service skills
• Familiarity with translation tools and privacy considerations
• Assessments: language proficiency screening required

Lead/Senior Receptionist — Template

Job Title: Lead Receptionist

Summary: Oversees front desk standards, trains coverage staff, coordinates schedules, and reports KPIs to ensure high-quality service.

Responsibilities:

• Serve as first point of contact and quality bar-setter
• Train new reception staff and manage coverage schedules
• Create/update front desk SOPs and checklists
• Monitor KPIs (call answer time, visitor wait time)
• Coordinate with facilities, IT, and security for smooth operations
• Handle escalations and VIP visits

Requirements:

• 3+ years front desk experience; prior lead responsibilities a plus
• Strong coaching, organization, and problem-solving
• Advanced proficiency with phone, calendar, and visitor systems
• Comfort analyzing metrics and producing weekly reports

Virtual/Remote Receptionist — Template

Job Title: Virtual Receptionist (Remote)

Summary: Provides remote call answering, routing, scheduling, and inbox triage with SLAs for response times and accuracy.

Responsibilities:

• Answer and route calls using VoIP/softphone tools
• Manage shared inboxes and chat; triage to correct teams
• Schedule appointments and send confirmations
• Log interactions in CRM/ticketing systems
• Meet SLAs for first-response and resolution targets
• Protect customer data; follow security protocols

Requirements:

• Reliable high-speed internet, headset, and quiet workspace
• Experience with VoIP, CRM, and scheduling tools
• Strong writing skills and multitasking across systems
• Availability for [timezone/hours]; backup coverage plan

Salary, Benefits, and Pay Transparency

Posting a range up front improves applicant quality and may be required by law in several jurisdictions. Use market data and your budget to set a realistic band.

How to Set a Market-Driven Pay Range

• Define the role scope (volume, tools, industry).
• Benchmark against credible sources.
• Check BLS Occupational Employment and Wage Statistics for “Receptionists and Information Clerks.”
• Compare live-market data from Indeed, Glassdoor, and Payscale by metro and industry.
• Convert annual figures to hourly if you pay by the hour.
• Decide on differentials for evenings/weekends or bilingual skills.
• Post a range that covers 80–90% of likely hires.
• Note that pay depends on experience, skills, and location.

Suggested phrasing: “This role pays $16.50–$22.00 per hour, depending on experience, skills, and location.”

Benefits to Include (Examples)

• Medical, dental, and vision insurance
• Paid time off, sick days, and holidays
• 401(k) with company match
• Commuter benefits or parking stipend
• Shift differentials (evenings/weekends) where applicable
• Tuition or certification reimbursement (e.g., HIPAA, CPR)
• Employee assistance program (EAP)
• Discounted services/products (hospitality, dental, etc.)

Compliance and Legal Boilerplate

Simple, consistent statements reduce risk and build trust with candidates. Use the boilerplate below to support EEO, ADA, pay transparency, and privacy obligations.

EEO/ADA Statement (Copy-Ready)

[Company] is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.

If you need a reasonable accommodation during the application or interview process, please contact [email/contact].

Pay transparency: Where required by law, [Company] provides the pay range for this role in job postings. Actual compensation is based on skills, experience, and location.

Privacy and Security Notes by Context

• Medical/dental: State that the role handles PHI and must follow HIPAA; include required privacy training and minimum access needed to perform duties.
• Corporate/visitor data: Note GDPR/CCPA awareness if you collect visitor data; limit collection to legitimate business purposes and secure storage.
• Front-desk security: Require ID verification, visitor badges, escort policies, and incident reporting; align with building access protocols.

Disclaimer: This content is general information, not legal advice. Consult counsel to finalize your posting.

Receptionist KPIs and Success Metrics

Define success so expectations are clear and performance is coachable. Track a few meaningful indicators tied to response, accuracy, and service quality.

Sample KPIs to Include

• Average call answer time (target: under 20–30 seconds)
• First-contact resolution or correct routing rate (e.g., 95%+)
• Visitor wait time to greet/badge (e.g., under 2 minutes)
• Scheduling accuracy and no-show reduction
• Message accuracy and on-time follow-ups
• Front desk uptime/coverage (e.g., 99% scheduled coverage)
• Customer/visitor satisfaction score (CSAT) on brief surveys
• Compliance: 100% completion of required trainings (HIPAA, security)

Customization Guide: Tailor This JD to Your Organization

A tight fit between duties and your tools/workflows attracts candidates who can be productive on day one. Adjust scope, schedules, and must-have skills to match reality.

Choosing the Right Title (Receptionist vs Front Desk vs Admin Assistant)

• Receptionist / Front Desk Receptionist: Primary focus on phones, visitors, and basic admin; use for customer-facing lobbies.
• Administrative Assistant: Broader internal support (docs, travel, reports) with less constant front desk coverage.
• Office Coordinator: Adds facilities, vendors, and light operations. Choose the title that matches the majority of the work and seniority.

Mapping Responsibilities to Your Tools and Workflows

List the exact systems candidates will use: VoIP brand, visitor management, calendar, EMR/CRM, and ticketing. Tie tasks to tools (“Route calls via RingCentral; schedule in Outlook; badge visitors in Envoy”).

If your volume is high, add outcomes so applicants self-assess fit. For example: “answer 50–80 calls/day within 30 seconds.”

Staffing Model: In-House vs Virtual Receptionist

• In-house: Best for visitor-heavy lobbies, badge/security needs, and physical mail/packages. Higher facilities cost; strong on hospitality.
• Virtual: Best for call-heavy, multi-location, or fully remote teams. Lower overhead; define SLAs, tools, and data-security expectations.

JD differences: Emphasize physical presence/security for in-house. For virtual, highlight response-time SLAs, softphone/CRM expertise, and home office requirements.

Job Posting Checklist (Copy-Paste)

• Clear job title and location (or remote with timezone)
• 2–3 sentence summary of impact and scope
• Responsibilities (8–12 bullets) and requirements (8–10 bullets)
• Tools/tech candidates must know
• Schedule details (shifts, weekends/holidays, on-site vs hybrid)
• Pay range and bonus/differential info
• Benefits summary
• Compliance language (EEO/ADA, privacy notes)
• KPIs or success metrics (2–4 bullets)
• How to apply + timeline and contact

FAQs

What does a receptionist do all day?

Receptionists greet visitors, answer calls, route inquiries, manage calendars, and keep the front desk running smoothly.

A typical day includes:

• Call triage and routing
• Visitor badging and sign-in
• Meeting room coordination
• Basic admin like mail and supplies

In medical or legal settings, they also manage regulated records and privacy requirements.

How is a receptionist different from an administrative assistant?

Receptionists focus on front desk coverage and first-contact service, with constant interruptions and real-time triage. Administrative assistants support specific teams or leaders with deeper administrative work like reports, travel, and projects.

If your role is 70% visitor/call handling, “Receptionist” or “Front Desk” is the better title.

What are must-have skills for a receptionist?

• Professional communication and phone etiquette
• Customer service mindset and poise under pressure
• Organization, accuracy, and time management
• Multitasking across systems
• Basic tech fluency (phones, calendar, email, visitor systems)

Add bilingual skills, HIPAA knowledge, or PMS/EMR/CRM expertise if required by your environment.

What should I include to comply with EEO and pay transparency?

Include a clear EEO/ADA statement and an honest pay range with factors that affect pay (experience, skills, location). If you handle regulated data, add privacy notes (HIPAA for medical, GDPR/CCPA for visitor data). See the boilerplate above to copy and paste.

What metrics should a receptionist be measured on?

Measure responsiveness, accuracy, and service. Focus on:

• Call answer time
• Correct routing rate
• Visitor wait time
• Scheduling accuracy
• Coverage adherence
• Short CSAT surveys

For leads, add training completion and front desk KPI reporting.

Download the Templates

• Copy the universal and industry-specific blocks above directly into your job posting platform.
• To create editable files, paste the templates into a Word document or Google Doc and customize. Use File > Save As (Word) or File > Make a copy (Google Docs).
• Tip: Keep a master JD with optional sections (KPIs, privacy notes, shift differentials) so you can toggle them on/off per posting.

If you want these templates bundled, reply “Send the receptionist templates” and specify which variants (medical, hotel, dental, legal, part-time, bilingual, lead, virtual).