Receptionist - Interview Questions

Let’s start with the basics. Any employer wants to know why you’re interested in the position you applied for! Do you have past experience as a receptionist? Are you looking for a new opportunity and think you have the skillset needed to thrive in the role? Be honest, just not too honest. Never tell an employer you “just really need a job.” It’s not a good look.

As a receptionist, you’ll likely utilize several different software programs to help your office function. Detail any past technical experience you have with programs like Microsoft Office, Google Suite, Adobe, scheduling & calendar software, etc. If you’re lacking experience in certain programs, don’t worry! This question is about comfortability. “I am comfortable with a variety of software programs, and am also a quick learner so I’m always eager to learn new programs.”

Expect to multi-task as a receptionist. We weren’t kidding about being the backbone of the office; on any given day, you might find yourself booking executive travel, answering the phone, and prepping agendas for an afternoon meeting…all at once. As such, describe your process for multi-tasking. Focus on how you prioritize. “It’s never good to try to do too much at once. Instead, I prioritize tasks based on what needs to be done immediately. This way, I’m completing the most important tasks first, and am allowing myself ample time to get them done effectively.”

Similarly, organization is a H-U-G-E part of being a rock star receptionist. This question wants you to do two things: (1) Explain why organization is an important part of being organized. (2) Detail how you stay organized in the workplace. A sample answer: “When I get to work in the morning, I review calendars for meeting times, as well as tasks that need to be done. I make my list of the day’s task, most important first, and then check them off as I go.” Alternatively, if you’ve used task management software in past positions (ex. Asana), mention this and inquire whether or not the office uses the same (or something similar). 

What this question’s really asking: Do you understand that receptionists are the face of the office? Say this. “I see a receptionist as being the face of the office. They’re the first person a visitor usually interacts with, and it’s their job to set the tone for the company through friendly and professional interactions.”

Unfortunately, it’s going to happen. This question allows you to showcase your conflict resolution skills. You are the professional, so make sure this comes through in your response. “As hard as we all try to please customers, occasional interactions like this are expected. When I talk to an angry customer, I just try to stay professional and understand why they’re upset. In doing so, I can start to figure out how to solve their problem and, hopefully, end the call with them feeling better.”  

There’s a good chance (see: 99.99%) that you’ll have to manage the calendars of others. If you don’t have experience with this, don’t lie. Instead, share that while you haven’t managed calendars, you have done XYZ which is very similar. Or because of your stellar organizational skills, you think you have exactly what it takes to keep calendars organized. If you have managed calendars in the past, share how you did so effectively.

See again: the backbone of the office. Receptionists often have to juggle many hats to keep operations running smooth. What this question wants to know is this: Are you a team player? Your answer to this question should always be “Yes.” Just be sure to also mention that you’d never do anything you don’t feel comfortable with. Here’s a sample response: “I think the key to an office operating successfully is teamwork, and if I were asked to do something to help the team, I’d be more than willing to do so. However, I also think it’s important to understand each other’s skillsets, as I’d never agreed to do something I wasn’t confident doing. No matter what the task is, it must get done well, first and foremost.”

Translation: How do you maintain an upbeat attitude all day while serving as the ‘face’ of the office? Sample answer: “As the first point of contact for office visitors, I think it’s incredibly important that a receptionist maintains a warm and welcoming atmosphere. Moreover, positive energy is infectious. One person’s enthusiasm can easily transfer over to others within the office, helping keep the entire team energized.”

This is another popular question for any type of interview. Do you plan to still be answering phones in five years? Maybe not. Whatever you do, just work in how this job will not only help you but how you will help the company. It’s also okay to not entirely know where you’ll be in five years…just answer with something like: “Five years is a long time, and while I can’t say with certainty where I hope to be, I know that I like working in an office space and communicating with people. I hope to use my skills to help Company ABC continue to find success, while also growing personally and professionally. If we feel like we’re a good fit for each other, I’d also be interested in exploring more opportunities within the company.” 

For more advice on answering this tricky question, check out our post: How to Answer “Where Would You Like to Be in 5 Years?”