Receptionist

 1. OVERVIEW

Receptionists are the first point of contact for visitors and callers. They handle phone calls, greet guests, manage appointments, and provide general administrative support across a wide range of industries—from healthcare to corporate offices.

• 2024 Median Pay: $37,230/year ($17.90/hour)

• Job Growth (2023–2033): –1% (Decline)

• Typical Education: High school diploma or equivalent

• Training: Short-term on-the-job training

2. ROLE BREAKDOWN BY LEVEL

ENTRY LEVEL

• Job Titles: Front Desk Receptionist, Office Assistant, Receptionist Clerk

• Education: High school diploma or equivalent

• Experience: None required; customer service experience helpful

• Training: On-the-job training (few days to one month)

• Certifications (Optional): Microsoft Office Specialist, CPR/First Aid (for healthcare settings)

• Core Duties:

• Answer phones, route calls, and take messages

• Greet and check in guests or clients

• Maintain calendars and schedule appointments

• Perform basic clerical tasks like data entry, filing, copying

• Skills:

• Verbal communication, basic computer skills, customer service, punctuality, confidentiality

• Salary Range: $30,000–$38,000

MID LEVEL

• Job Titles: Senior Receptionist, Office Coordinator, Administrative Assistant

• Education: High school diploma or associate degree preferred

• Experience: 2–5 years as a receptionist or administrative professional

• Certifications (Recommended):

• Certified Administrative Professional (CAP)

• Customer Service Certification (e.g., HubSpot, Alison)

• Core Duties:

• Supervise junior receptionists or front desk staff

• Coordinate office schedules, vendors, and events

• Maintain internal records and systems

• Train new hires in reception duties

• Manage sensitive files and communications

• Skills:

• Multi-line phone systems, CRM or office software, conflict resolution, professionalism

• Salary Range: $38,000–$48,000

SENIOR LEVEL

• Job Titles: Front Office Manager, Administrative Manager, Office Services Manager

• Education: Associate or bachelor’s degree in business or office administration (preferred)

• Experience: 5+ years in receptionist/administrative roles

• Certifications (Valuable):

• Project Management Professional (PMP)

• Office Management Certificate

• Notary Public

• Core Duties:

• Oversee reception/administrative staff across departments

• Manage office budgets and facilities

• Develop administrative procedures and service protocols

• Represent organization in external communications

• Skills:

• Office operations, leadership, strategic planning, software platforms (e.g., QuickBooks, Salesforce)

• Salary Range: $45,000–$60,000+

3. HOW TO BECOME ONE

• Minimum Education: High school diploma or equivalent

• Experience: Entry-level roles require no experience; customer service background helpful

• Training: Typically 1 week to 1 month of hands-on training

• Advancement Path:

1. Receptionist →

2. Office Assistant/Coordinator →

3. Administrative Manager or Office Manager

• Important Traits:

• Communication, reliability, organization, integrity, emotional intelligence

4. TOOLS & SOFTWARE

• Telephone Systems: VoIP, multiline systems

• Office Suites: Microsoft Office, Google Workspace

• Calendar/Appointment Tools: Outlook, Calendly

• CRM/HR Platforms: Salesforce, HubSpot, BambooHR

• Additional Tools: Scanners, printers, copiers, scheduling boards

5. WORK ENVIRONMENT

• Industries: Healthcare (45%), Professional Services, Personal Care, Education, Government

• Locations: Hospitals, clinics, offices, salons, nonprofits, legal offices

• Schedule: Primarily full-time, with part-time and weekend shifts available

• Environment: Public-facing, front desk, occasional high-stress interactions

6. JOB OUTLOOK

• Growth: –1% (decline), primarily due to automation and virtual assistant tools

• Annual Openings: ~137,800

• Growth Opportunities: Administrative leadership, customer service, HR assistant roles

7. RELATED ROLES

• Role: Customer Service Representative | Salary: $42,830 | Education Level: High school diploma

• Role: General Office Clerk | Salary: $43,630 | Education Level: High school diploma

• Role: Information Clerk | Salary: $43,730 | Education Level: High school diploma

• Role: Administrative Assistant | Salary: $47,460 | Education Level: High school diploma

• Role: Bank Teller | Salary: $39,340 | Education Level: High school diploma

8. RESOURCES FOR LEARNING & ADVANCEMENT

Certifications:

• Microsoft Office Specialist

• Certified Administrative Professional (CAP)

• Customer Service Certificate – Alison

Courses & Videos:

• Coursera – Administrative Professional Course

• Udemy – Receptionist Training

• YouTube – “Receptionist Training 101” by CareerVidz

Books:

• The Receptionist's Handbook by Tony Rossiter

• The Organized Admin by Julie Perrine

• Administrative Assistant’s and Secretary’s Handbook by James Stroman

Professional Groups:

• American Society of Administrative Professionals (ASAP)

• Reddit: r/AdministrativeAssistants

• LinkedIn Groups: “Receptionists Network,” “Office Professionals United”

9. REGIONAL EMPLOYMENT & DATA

• State Data: BLS Receptionist Profile

• CareerOneStop Tools:

• Salary Finder by Zip Code

• Compare State-Level Employment & Wages

• Projections Central: State projections through 2033