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Receptionist: Resume Writing Guide & Sample Resume

Updated: Jul 2, 2021

Every office needs an efficient, diplomatic and capable professional to handle all of their outward-facing activities.

That’s where a front office receptionist steps in.

As a front office receptionist, you are a face of the company and a gatekeeper. The visitors and customers base their first impression about the company or a facility on you. At the same time, as a gatekeeper, you’re taking care of sensitive cases and delicate queries coming from customers.

To be successful in the role, you need to be an expert in making the best possible impression right from the start.

Also, you need to be able to multitask and juggle with all emails, queries and customers coming to you at the same time. You need to have amazing organisation skills to coordinate activities on multiple fronts. On top of that, you need to be skilled in diplomatic communication. If you are looking for a job at this position, your resume needs to communicate your organisation and communication skills right from the start.

Also, speaking of making first impressions, in the very first second of reading your resume, you need to leave employers thinking ‘Yes! This is the person we want to represent our company!’.

So, if you are about to apply for a receptionist job, you need a resume that reflects all the skills the company will be looking for, including:

  • Amazing written and verbal communication

  • Top-notch customer service

  • Excellent organisational skills

Every word you plug into your resume needs to display your eloquence and your ability to communicate effectively.

Also, you need to organise and structure your content in a compelling and easy-to-follow way. Having a crammed, labyrinth-like resume will make employers doubt your ability to structure information, and will consequently make them question your organisational skills.

And of course, there is no room for mistakes. This job requires attention to detail, so your resume must be 100% typo-free. Otherwise, it will immediately end up in the ‘no’ pile.

Simply put, your resume needs to be nothing less than perfect.

But don't get discouraged.

We have your back! We’ve created this step-by-step guide to help you create such a resume.

In the next 10 minutes, you’ll learn how to:

► write a perfect professional profile summary for a receptionist job

► quantify your responsibilities and achievements

► format your resume

► overall, create a receptionist resume that stands out from the crowd and gets you hired

You'll also get:

► a template and sample for a receptionist personal profile summary

► a list of 20+ action verbs tailored to receptionist’s responsibilities

► five examples of metrics to quantify your achievements

► 50+ actionable tips coming from experienced recruiters and resume writers

► a full and FREE sample receptionist resume


Let's get into it!



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STARTING POINT: Job Description

It all starts with the job description (i.e. job ad, job posting).

Before you start crafting your resume, take a look at this sample job ad. We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

As a Receptionist, you will be the first point of contact for our company. Our Receptionist’s duties include offering administrative support across the organisation. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

To be successful as a Receptionist, you will need excellent written and verbal communication skills, as this is also a customer service role. On top of that, you need to be competent in Microsoft Office applications such as Word and Excel. Prior experience as a receptionist is also helpful.

Receptionist responsibilities

  • Welcoming and assisting clients and visitors, and providing excellent customer service.

  • Assisting with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.

  • Answering phones and emails in a professional manner, and routing calls as necessary.Scheduling appointments, preparing meeting and training rooms.Helping maintain workplace security by following procedures, monitoring logbook, and issuing visitor badges.

  • Assisting colleagues with administrative tasks and performing ad-hoc administrative duties.

Requirements for the job

  • High school degree; additional certification in Office Management is a plus

  • Prior experience as a receptionist or in related field is beneficial

  • Excellent written and verbal communication skills

  • Competency in Microsoft applications including Word, Excel, and Outlook

  • Good time management skills

  • Able to contribute positively as part of a team, helping out with various tasks as required.

Everything you need to cover in your resume is written in the job description - usually in the sections called ‘Requirements’, 'Person specification', 'Essential and desirable skills' or 'What are we looking for?'

As you’re writing your resume, make sure that the content of your resume reflects their requirements and shows them that you have the same or similar (transferable) skills as those they are looking for.

Now when you have seen this, let's work on these must-have pieces of your resume:

  • Contact Details

  • Personal Statement

  • Work History

  • Education

  • Skills

 

Step 1. Start with your contact details

Open a new Word or Pages document.

Write down your name and surname. They are the first thing employers will read on your CV and you want them to be seen and remembered. They should be easy to find, so, put them at the top of the page. Emphasize your name. Be bold and highlight your name by using a bold font or capital letters.

Increase the size of the font to differentiate it from the rest of the text. Make it pop, but not too much. Don't exaggerate by using font size 72. Using 16-24pt, depending on the font, is perfect.

Then, tell the company how to reach you.

Your contact details should be right below your name and surname. They also need to be visible and clear. Don't confuse readers with three different phone numbers and two email addresses. One phone number and one email address - those you are always available on - are more than enough.

Simplify it and put all relevant information in two to three rows like this:

NAME SURNAME

City, Country / +44 (0)203 000 000 / name.surname@email.com

 

Step 2. Write the best receptionist personal statement

The best way to grab the reader's attention is to immediately start with the information they are looking for. When it comes to resumes, they want to see that you have the experience or skills specified in the job description and that you are the right person for the job.

Therefore, you should kick off with a personal profile overview or personal statement which is essentially a snapshot of your career.

This short paragraph at the top of your CV should display who you are, what you do and what you were able to achieve. This section is often the shortest part of a CV and, at the same time, the hardest one to write.

Even though this section is not a mandatory part of a resume, we highly recommend starting with it.

If you need inspiration, here is a template:

[adjective 1] and [adjective 2] [current job title or most relevant title you can use] with [number] years of experience in [industry 1] and [industry 2]. Strong [key strength 1] combined with the ability to [skill 1] and [skill 2]. [Insert action connected with your achievement] resulting in [quantify success]. Currently looking to broaden experience and apply the existing skillset in [specific industry/company/role].

When you include relevant keywords here, it will sound like this:

Diplomatic and personable hotel receptionist with 5 years of experience in providing exceptional customer experience to guests and visitors. Strong organisation skills combined with an ability to efficiently manage written and verbal communication. Optimised booking process saving 20+ hours per month, equating to $25,000 per annum. Currently looking to broaden experience as receptionist or front desk officer in a corporate/business environment.

This is an example that fits well to the job description that we started with.

However, don’t forget that one size won’t fit all. You’ll need to customize this paragraph for each application to match the requirements from the job ad.

This is a pain, but with the template it can be done in less than 5 minutes while skyrocketing your chances of being invited to an interview.

 

Step 3. Structure your work history

The most common (and the best) way to structure it is to apply reverse chronology, starting from your current job and then listing older ones.

For all jobs you include in your resume, you need to have the following information:

  • name of the company

  • your job title

  • time-frame (starting date - ending date)

  • description of your responsibilities

Also, pay close attention to the formatting. Choose one formatting style and stick to it.