How to Hire a Receptionist
A receptionist shapes the first impression every visitor, candidate and caller has of your company, and often handles sensitive information too. The job looks simple but demands composure, judgement and real warmth, and it is easy to hire for polish alone. This guide helps you separate genuine welcoming skills from rehearsed politeness and build a process that tests how a candidate behaves when the desk gets busy.
What to Look For
- A natural, warm presence that makes people feel expected rather than processed
- Calm multitasking when the phone, the door and a visitor compete for attention
- Discretion about who is in the building, who is absent and what is said at the desk
- Sound judgement about whom to let through and when to check first
- Tidy, reliable habits: logs, messages and handovers that nobody has to redo
- Willingness to do small unglamorous tasks, from parcels to meeting room set-up
The Hiring Process
- 1
Define the type of reception
A corporate lobby, a medical practice, a hotel and a shared office all ask different things. Decide how much is security, phone work, administration and hospitality before you write anything.
- 2
Write a clear job description
List the real mix of tasks, the opening hours, the dress expectations and who the receptionist reports to. Honest detail attracts candidates who actually want the job.
- 3
Screen by phone
A short call is already a test: listen to how the candidate sounds, how they greet you and how clearly they answer. It tells you more than a CV for this role.
- 4
Run a structured interview
Use the same situational and behavioural questions for every candidate: busy desk, angry visitor, confidential call. Score the answers against the same grid.
- 5
Add a practical exercise
Ask the candidate to play a role: greet a visitor while a phone call comes in, or take a message and pass it on. You see behaviour, not claims.
- 6
Check references
Ask previous managers about punctuality, reliability and how the person handled difficult visitors. Confirm their discretion with a direct question.
Interview Tips
- Greet the candidate as a receptionist would greet a visitor and note how they respond in return
- Ask for a specific story about a difficult visitor or caller, and ask what they said word for word
- Interrupt a question with a small distraction, such as a phone call, to see how they react
- Ask how they would refuse access politely, because saying no gracefully is half the job
- Ask what they do when there is nothing to do at the desk to understand initiative
Red Flags
- Treats visitors as interruptions rather than guests
- Cannot give a concrete example of handling an upset visitor
- Is casual about confidential information or gossips about previous employers
- Lets visitors through without checking because it feels easier
- Shows irritation or impatience when the interview itself is interrupted
Receptionist: let the AI hold the first interview
Every candidate takes a structured voice interview from their secure portal. Your team reads one scored report per candidate and makes the decision.