12 Skills That Every Receptionist Needs In 2025

In times where digital technologies are the norm and artificial intelligence is on the rise, you might think that the role of the receptionist is becoming obsolete. The opposite is true. Now more than ever, the human touch makes all the difference, and a warm, personalized welcome remains essential for a strong first impression.

A receptionist is much more than someone who answers the phone or greets visitors. He or she is your company’s calling card. But what makes a great receptionist? In this article, you will discover the 12 most important skills every receptionist will need in 2025 to make your company shine:

• Communication
• Multitasking
• Social skills
• Organization
• Technical skills
• Flexibility
• Resistance to stress
• Problem solving
• Empathy
• Reliability and discretion
• Being a team player
• Language skills

12 qualities of a good receptionist

Your reception desk is the face of your business. By definition, the receptionist is the first person a visitor sees. It goes without saying that this first contact is extremely important: it determines the first impression people get of your company.

Naturally, this places a great deal of responsibility on your receptionist. If you are looking for staff to man your reception desk, look out for these skills and qualities. And if you are applying for a position as a receptionist or administrative assistant, make sure you excel in these 12 skills and put them on your resume.

1. Communication

Receptionists are always in contact with people, whether by phone, email or in person. So good communication skills are at the top of the list of desirable qualities. Being able to convey information clearly, speak clearly and loudly enough and master the art of nonverbal communication are just some of the requirements.

2. Multitasking

On the busiest days, the phone at the front desk is ringing off the hook. Meanwhile, people may be waiting to be greeted personally. Appointments are to be made, messages to be passed on, and administrative tasks to be completed.

A receptionist is constantly juggling all kinds of tasks. It’s important they can switch between tasks smoothly, while taking into account everyone’s needs and not becoming overwhelmed or frustrated themselves. Multitasking and prioritizing skills also come hand in hand because it is important to know which tasks should take priority.

3. Social skills

Needless to say, a receptionist must also possess considerable social skills to build relationships with customers, colleagues and visitors. A bad experience at the front desk can put your company in a negative light in an instant. Welcoming guests warmly and with a smile is a first core task.

Visitor management is therefore largely a responsibility of the receptionist. The latter must keep an eye on who enters the building to ensure security. Checking in guests and keeping track of their records is also among the duties.

Today, most companies use visitor registration software. By automating the registration of visitors and the management of their data, receptionists keep their hands free to ensure a warm welcome, guide visitors as needed and thus create a positive first impression.

Read how to get started with digital visitor registration in less than 30 minutes.

4. Organization

If you look around an office building, the reception is often the neatest place. And so it should be. A desk full of papers not only makes a bad impression on visitors, it’s also a harbinger of trouble: a document is quickly lost and data lying around violates data protection rules.

The perfect receptionist is therefore highly organized. Time management is also crucial here. Coordinating appointments, processing e-mails, answering phones and welcoming visitors: in the hustle and bustle of a corporate reception, being able to prioritize and work efficiently within tight deadlines is a must.

5. Technical skills

Complicated phone systems, email, word processing programs and photocopiers have long since held no secrets for most receptionists. But in a world where everyone is going digital, keeping up with the latest technologies is a great asset. Modern receptionists work with systems for room management, smart parking and visitor registration.

In addition, AI is starting to play a role in the reception process. Robots that welcome visitors are still rare, but you may have already been introduced to automated chatbots for initial customer contacts. Technologies such as AI-driven calendar management and voice recognition for more efficient communication are also becoming more common. A receptionist who understands and can work with these technologies has a big head start.

What is digital visitor registration and how can it help your company? In this article we list 5 ways visitor management systems save time and improve efficiency.

6. Flexibility

This ever-evolving work environment, as mentioned, requires great adaptability. By being open to innovation and quickly mastering new tools, a receptionist remains indispensable in an increasingly digital business landscape.

Flexibility also means being able to deal with different types of people and situations. From an important customer demanding extra attention to a supplier with an urgent question, a receptionist must know how to find the right tone and respond professionally, regardless of the circumstances.

7. Resistance to stress

Receptionists must have nerves of steel. They often have to work under great pressure, as they have to handle several tasks and visitors at the same time. While doing their tasks they are often interrupted by people requesting information, by a phone call or by a new visitor, and then go back to their work. Yet they must remain calm and focused.

8. Problem solving

An unsatisfied customer, a missed appointment, a visitor who is unwell… Dozens of problems can arise every day. It is the receptionist’s job to remain calm and find a solution. In emergency situations, receptionists are also often the first people who have to react and decide what to do.

9. Empathy

Every once in a while every organization faces the occasional visitor who is dissatisfied, stressed, or frustrated. In such situations, an empathetic receptionist is golden. By actively listening, remaining calm and taking the problem seriously, he or she can make a big difference in how the visitor perceives the experience.

Customer service is always paramount. Even in difficult conversations, it is important to show understanding, put the visitor at ease and maintain a professional, helpful attitude.

10. Reliability and discretion

Reliability means being able to work independently, be punctual and take responsibility. Receptionists are an organization’s central point of contact and come into daily contact with both customers and employees. It is essential that they take their responsibilities seriously. No company can afford to have an important phone call go unanswered or a visitor waiting at an empty reception desk. A good receptionist ensures that everyone is helped quickly, appointments are followed up correctly and the daily operation of the front desk runs smoothly.

In addition, discretion and confidentiality are very important. Receptionists often have access to sensitive company information, customer data and internal communications. They must handle this carefully and be aware of the importance of privacy and data security.

11. Being a team player

As a receptionist, it is essential to communicate and work well with colleagues from different departments within the organization. Such cooperation ensures that daily operations run smoothly and that customers and visitors are served quickly and professionally.

12. Language Skills

Speaking multiple languages can be a great advantage - especially in an international environment. It enables a receptionist to welcome and assist visitors from different backgrounds, increasing customer satisfaction. Language proficiency makes communication easier and avoids misunderstandings, contributing to a professional image of the company.

Latest trends in 2025

1. AI is everywhere

In 2025, we can’t ignore AI. Artificial intelligence is everywhere, including the front doors of businesses. And it doesn’t always have to be futuristic. Robots that greet visitors, for example, are still in the future. But smaller things are already having a big impact on the daily work of receptionists.

Think about intelligent chatbots that handle the first customer contact, or virtual assistants that answer frequently asked questions. Even many everyday tools, such as smart calendars or visitor management software, use AI in the background to streamline processes.

This does not mean that the human touch is going away. On the contrary, the more the focus shifts to technology, the greater the need for human skills, according to a report by the World Economic Forum. As new applications help receptionists work faster and more efficiently, they can simply focus more on the human touch and the guest experience – the things that technology cannot do.

Curious about handy office management tools that can help receptionists? Then check out this blog post for the latest digital gadgets.

2. Hybrid working is here to stay

The Corona crisis is thankfully behind us, but its effects are still being felt. Employees now regularly work remotely, and meetings are often (partially) digital. With the hybrid work model office design is evolving along with it. Flexible workstations, open plan offices with quiet areas and creative meeting rooms are becoming the norm. Individual, focused work is done at home; the office serves as a place to connect and collaborate.

The role of the receptionist is also changing. They must be able to use the technological tools that support the hybrid work environment while maintaining human interaction. Skills such as technical knowledge, communication, listening, and the ability to move quickly are more important than ever.

Want to read more about hybrid working? Check out our blog posts on the office of the future, benefits of working in the office and benefits of physical meetings.

3. Focus on sustainability

Sustainability has been high on the agenda for some time, but it is also here to stay. This is where the receptionist has an important role to play. Reusable coffee bags, a digital sign-in system and paperless meetings: receptionists not only help the organization work more efficiently, but also greener.

In short, the role of the receptionist remains crucial, but is evolving. Thanks to AI and technology, receptionists can focus on the tasks that really matter, while contributing to the company’s efficiency, customer satisfaction and sustainability.

What is a receptionist?

Merriam Webster describes a receptionist as follows:

re·cep·tion·ist,

a person employed to greet telephone callers, visitors, patients, or clients

A receptionist or front office clerk is someone who manages the reception desk of an organization. He or she welcomes visitors in a company, hotel or hospital and performs administrative duties.

The job of a receptionist is vital in an organization. By definition, the receptionist is the first person a visitor meets. It is his/her responsibility to provide top-notch customer service and make a good first impression. A receptionist is in other words the face of the company.

What are the main tasks of a receptionist?

The role of the modern receptionist is expanding. The traditional receptionist duties are merging with other responsibilities. The tasks may vary by organization or industry. Here are some of the main duties that most receptionists have on a daily basis:

• Welcome and guide visitors
• Control visitor access
• Help visitors check in
• Answer and transfer phone calls
• Answer or forward e-mails
• Provide information, in person, by phone or email
• Handle inquiries and complaints
• Receive, sort, distribute and send mail
• Manage agendas and plan meetings
• Keep the reception area tidy
• Record and track office expenses
• Order reception supplies
• Archive documents
• Book flights and accommodations
• Coordinate internal and external events

Receptionists have many responsibilities. Automating certain tasks frees up time for their most important job: giving visitors a warm welcome and ensuring an outstanding first impression.

One way to do this is to work with digital visitor registration. Visitors can check themselves in on a tablet and their host gets instantly notified, while the receptionist can focus on providing the perfect welcome. To find out how a visitor registration system can help your front desk, try Vizito for free during a 14 day trial.

Which qualifications does a receptionist need?

The job of receptionist does not require any specific education or training, although requirements may vary per company.

Education: Usually a high school diploma suffices, but some companies expect their receptionists to have a bachelor’s degree in communications or business management. Some industries - such as hospitals or the legal industry - may require additional diplomas.

Training: Receptionists are in most cases trained on-the-job. Training is focused on the needs of the sector or the company.

Experience: Knowledge of computer programs and software, such as Microsoft Office, comes in handy as these applications are used for many receptionist tasks. Knowledge of telephone systems is a plus. In addition, some companies have specific requirements based on their unique needs, such as experience with a specific software system.

5 tips on how to improve receptionist skills

Are you looking for a job as a receptionist? There are several things you can do to improve your skills to become a great receptionist.

1. Train your communication skills

As communication is key for a receptionist, it is important that you train your communication skills whenever possible. Practice your active listening skills on the telephone, paying attention to what the other person is saying and summarizing this information. You can also practice your communication during meetings with others.

2. Work on professionalism

Receptionists must maintain professionalism throughout the day. A good way to practice this is by communicating on the same professional level with everyone you meet. For example, greet the mailman with the same courtesy as an executive in your company.

3. Take notes

When you take notes and document everything, you will be better organized and more focused on details.

4. Work on reliability

Receptionists should always be at their desk to greet customers, answer phone calls and perform other tasks. Make reliability a priority by ensuring you are always available to help. Implementing digital visitor registration systems, allow visitors to check in when you are unavailable.

5. Adapt and learn

Workplaces constantly change and transform to accommodate the newest regulations and trends. These changes require receptionists to adapt to new modes of working, integrating digital tools with the physical presence to maintain a personal touch and connection.

To get a feel of how a modern visitor management system can help your business grow, try out Vizito during a 14-day trial or chat with us to discuss how Vizito can help you improve your reception.