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If you’ve Googled “job description for a receptionist,” you’ve probably seen dozens of posts that all look the same.
Bullet points. Buzzwords. Boredom.
The problem? Most of them don’t actually help you attract a great receptionist—they just give you a generic outline and call it a day.
But here’s the truth: your receptionist is often the first impression anyone has of your business. Whether it’s a client walking through your door, a vendor calling the front desk, or a team member needing support—your receptionist sets the tone.
So if your job post reads like a legal form, don’t be surprised if you only attract checkbox applicants.
That’s why this article is different.
We’ll show you:
● What a great receptionist actually does (in plain English),
● Two job description templates you can copy and customize (including one for entry-level hires),
● What makes a job post convert top talent,
● And how to avoid the mistakes most companies still make.
Before we get into examples, if you haven’t already, check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/. It walks through everything you need to know—from structure to tone to candidate psychology.
Ready to hire your next great receptionist? Let’s go.
Hiring doesn’t have to be hard. If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
What Does A Reception Staff Actually Do - Their Roles
Two Great Reception Staff Job Description Templates
OPTION 1 — JOB DESCRIPTION FOR EXPERIENCED HIRE
📌 Job Title: Receptionist & Office Coordinator — Skyline Law Group (CBD, Nairobi)
💼 Type: Full-Time | On-site | KSh 60,000 – 75,000 / month
🕒 Hours: Mon–Fri, 8 AM – 5 PM
📹 60-Second Welcome From Our Office Manager
(Watch the video to meet Carol and see the front desk you’d be running! — Loom/YouTube link)
Who We Are
Founded in 2009, Skyline Law Group is a 15-attorney boutique firm specialising in business and real-estate law across East Africa. We’ve closed ₭8 billion+ in transactions, earned “Top Mid-Size Firm” at the 2024 Kenya Legal Awards, and are known for sharp counsel delivered with genuine care. Our clients walk into polished boardrooms, but the tone is set long before then—right at your desk.
What You’ll Do
- Warmly greet every visitor, courier, and client.
- Answer, screen, & route 60–80 daily calls.
- Manage lawyers’ meeting calendars and four boardrooms.
- Track incoming/outgoing mail, deeds, and court filings.
- Keep lobby & kitchen immaculate; order supplies.
- Support HR with onboarding badges & key cards.
What We’re Looking For
- 2+ yrs front-desk experience (professional-services office preferred).
- Clear, confident phone etiquette; flawless written English.
- Calm multitasker—nothing rattles you when five people need help at once.
- Comfortable with Google Workspace & modern PBX systems.
- Bonus: prior exposure to legal documents or client-billing software.
Perks & Benefits
- 20 days paid annual leave + all Kenyan public holidays.
- Private inpatient/outpatient cover (AAR) after 3 months.
- Monthly home-internet stipend (KSh 3,000).
- KSh 50,000 annual personal-development budget.
Why This Role Is a Great Fit
You’ll sit at the heart of a high-calibre legal practice, work directly with partners, and gain unfiltered visibility into deal flow. If you love order, people, and professional growth, you’ll thrive here.
How to Apply
We hire through WorkScreen.io to keep the process fair and efficient. Complete a short skills evaluation; we respond to every applicant.
👉 Apply here: [insert WorkScreen link]
OPTION 2 — JOB DESCRIPTION FOR ENTRY-LEVEL / WILLING TO TRAIN CANDIDATE
📌 Job Title: Front Desk Assistant — GreenPath Dental Clinic (Karen, Nairobi)
💼 Type: Full-Time | On-site | KSh 35,000 – 45,000 / month
🕒 Hours: Mon–Sat, 9 AM – 5 PM (half-day Sat)
📹 Meet Dr. Mwende in 45 Seconds
(She explains why our front-desk team is the heartbeat of patient care — Loom/YouTube link)
Who We Are
GreenPath Dental is an 8-chair family practice founded in 2015 with one goal: make dental visits feel safe, friendly, and judgment-free. We see 120+ patients a week, invest in the latest digital-x-ray tech, and run free oral-health camps every quarter. You’ll be the smile that welcomes every patient.
What You’ll Do
- Greet patients, confirm appointments, and handle new-patient intake.
- Answer calls & WhatsApp inquiries; remind patients of follow-ups.
- Keep the waiting area calm, clean, and kid-friendly.
- Support dentists with chart updates & simple billing entries.
- Learn basic Cliniko/EasyRx workflows (we’ll train you).
What We’re Looking For
- Reliable, punctual, and naturally warm with people.
- Comfortable using a computer & eager to learn new systems.
- Clear spoken English & Kiswahili; any local dialect a plus.
- No prior dental experience required—attitude beats résumé here.
Perks & Benefits
- Paid training & mentorship with senior admin staff.
- NHIF top-up + vision cover after 90 days.
- Annual staff retreat to Naivasha + quarterly team lunches.
- Free basic cleanings & staff-rate discounts on all treatments.
Why This Role Is a Great Fit
If you’re people-centric, love a fast-moving environment, and want real healthcare-admin skills, this is your launchpad. Many of our past front-desk assistants now run treatment-coordination or clinic-ops.
How to Apply
Applications run through WorkScreen.io so we can focus on your potential—not just a CV. Expect a quick skills quiz and a response within a week.
👉 Apply here: [insert WorkScreen link]
Don’t let bad hires slow you down. WorkScreen helps you find the right people—fast, easy, and stress-free.
Breakdown of Why These Reception Staff Job Posts Work
Let’s walk through why each of the receptionist job descriptions above actually attracts better candidates—and how you can use the same approach for your own roles.
🔹 1. Clear, Specific Job Titles
Instead of just saying “Receptionist,” we used:
- Receptionist & Office Coordinator — Skyline Law Group (CBD, Nairobi)
- Front Desk Assistant — GreenPath Dental Clinic (Karen, Nairobi)
These titles do three things:
- Clearly state the role
- Mention the company (which builds trust)
- Highlight the location (which improves relevance)
This filters out the wrong applicants before they waste your time—and increases relevance for serious ones.
🔹 2. Personal Video Message Adds Trust
Both job posts include a Loom or YouTube video from a real person on the team. This instantly sets your post apart.
Candidates get to see:
- The tone and vibe of your team
- That you actually care about who joins
- That your job is real—not a ghost listing
Even a casual 60-second video from the hiring manager increases applications from qualified, motivated candidates.
🔹 3. Human, Story-Driven Intros
The “Who We Are” section actually tells a story. Instead of just saying “We’re a law firm,” it explains:
- What the company does
- Who it serves
- What the receptionist’s role means inside that ecosystem
This connects the job to the bigger mission. And when people see purpose, they apply with purpose.
🔹 4. Responsibilities That Reflect Impact
Most job posts list generic tasks. These posts describe why each task matters.
Instead of “Answer phones,” we say:
→ “Answer, screen, and route 60–80 daily calls.”
Instead of “Greet clients,” we say:
→ “Set the tone the moment someone steps into the office.”
This makes the work feel meaningful—not just menial.
🔹 5. Transparent Salary and Schedule
Both posts include:
- Monthly pay range
- Working hours
- Benefits
That builds immediate trust. You avoid wasting time with candidates who aren’t aligned on compensation—and attract those who value clarity and respect.
🔹 6. Perks & Benefits Are Called Out Separately
Instead of hiding perks inside long paragraphs, they’re clearly listed—with bullet points. This helps serious candidates scan quickly and see what matters.
Bonus: including even a few small, human perks (e.g., team retreats, mentorship, paid training) shows you value your staff beyond just the paycheck.
🔹 7. The “Why This Role Is a Great Fit” Section Sells It
This is your pitch. It makes the opportunity feel like more than “just a job.”
We used language like:
- “You’ll sit at the heart of a high-calibre legal practice…”
- “This is your launchpad…”
That emotional language appeals to ambitious, high-EQ candidates. You’re not just listing a role—you’re offering a growth path.
🔹 8. Respectful, Modern Application Process
Instead of “email your CV,” both posts use WorkScreen.io with a promise:
- Every applicant gets a fair chance
- Everyone gets a response
- Skills matter more than resumes
This raises your employer brand while filtering for commitment and quality.
Example of a Bad Receptionist Job Description (And Why It Fails)
Let’s take a look at what a typical receptionist job post looks like online—and why it completely fails to attract high-quality candidates.
❌ Bad Job Post Example
📌 Job Title: Receptionist
📍 Location: Nairobi
💼 Job Type: Full-Time
Job Summary:
We are looking for a receptionist to manage front desk operations and perform administrative tasks. The receptionist will be responsible for handling calls, greeting visitors, and maintaining the reception area.
Responsibilities:
- Greet and direct visitors
- Answer and route phone calls
- Manage mail and deliveries
- Perform administrative support as needed
Requirements:
- Diploma or certificate in Business Administration or related field
- Excellent communication skills
- Proficiency in Microsoft Office
- 2 years of experience in a receptionist or front-desk role
How to Apply:
Send your CV and cover letter to hr@companyname.com
Only shortlisted candidates will be contacted.
❌ Why This Job Post Fails
🔻 1. Generic Job Title
Just saying “Receptionist” with no company name or context makes the post feel cold, lazy, and mass-produced. There’s no specificity, no hook—and nothing to help serious applicants self-identify with the role.
🔻 2. Zero Personality or Culture
There’s no mention of the company’s mission, environment, or values. It doesn’t say who you’d be working with, why the role matters, or what the team is like. It feels like it could’ve been written by AI—or worse, copied from a 2009 job board.
🔻 3. No Salary, No Perks
Leaving out compensation and benefits is outdated and damaging. Today’s best candidates expect transparency. Hiding this info signals that the company is either not competitive or not candidate-first.
🔻 4. Empty Responsibilities
These duties could apply to any job, anywhere. There’s no detail, no context, and no emotional connection. It doesn’t show how this receptionist contributes to the company’s success—or who they’ll be helping.
🔻 5. Dismissive Application Process
Saying “Only shortlisted candidates will be contacted” is a red flag. It tells applicants:
- You won’t follow up
- You don’t value their time
- You’re probably overwhelmed and disorganized
It also discourages great candidates from applying—because they assume they’ll be ignored.
🔻 6. No Human Touch
There’s no video, no intro, no message from the team. Just tasks and a cold CTA. In a role that’s all about people and presence, this post fails to model what it’s trying to hire.
Bottom Line:
This post is what we call a “checkbox job description.” It lists duties and requirements, but it doesn’t sell the opportunity. And if you don’t show care in the way you write your job post, top candidates assume you won’t show care once they’re hired either.
Bonus Tips to Make Your Receptionist Job Post Stand Out
Once you’ve written a clear, engaging, and transparent job post, you’re 80% of the way there. But if you want to really stand out to top-tier receptionist candidates—and earn their trust—add these advanced touches.
💡 1. Add a Security / Scam Notice (Builds Trust Instantly)
In today’s job market, scams are everywhere. Including a short, clear notice at the bottom of your post shows applicants you care about their safety.
✅ What it might look like:
“IMPORTANT NOTICE: We will never ask for payment, bank details, or personal information during the hiring process. If you receive a suspicious message claiming to be from our team, please contact us directly through our official email.”
This small addition builds instant credibility and encourages quality candidates to apply with confidence.
💡 2. Mention Leave Days or Flex Time
Candidates care deeply about time off—even for entry-level roles. If your receptionist role includes any kind of:
- Paid leave
- Flex days
- Rotating Saturdays
- Comp time for overtime
…call it out in the job post.
✅ Example phrasing:
“Enjoy 20 days of paid leave each year, plus all Kenyan public holidays. We also offer one optional flex Friday per quarter.”
Even small benefits like this show you value work-life balance.
💡 3. Highlight Training & Growth Opportunities
Receptionists often want to grow into admin, operations, or customer success roles. If there’s a clear path for advancement, don’t keep it a secret.
✅ Example phrasing:
“You’ll receive hands-on training in office systems and workflows, and we promote from within—previous front desk hires have moved into roles in HR and operations.”
This instantly makes your job more appealing to career-minded candidates.
💡 4. Include a Loom or Video Intro
We’ve said it before—and it’s worth repeating: a short Loom video of the hiring manager (or even the office environment) dramatically increases candidate trust.
If they can see the face of the person hiring them—or what their future workspace looks like—it humanizes your post and boosts application rates.
✅ Best placement: Right after the job title, before the “Who We Are” section.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
💡 5. Be Clear About What Makes You Different
Most job posts sound the same. So if your company is truly candidate-first, fast-moving, or people-driven—say that clearly. Great receptionist hires are looking for alignment, not just a paycheck.
✅ Example phrasing:
“We respond to every application within 7 days and treat every interview as a two-way conversation. We’re not just hiring a receptionist—we’re welcoming a teammate.”
That line alone sets you apart from 90% of the job market.
Should You Use AI to Write a Job Post? (And How to Do It Right)
With tools like ChatGPT, Rezi.ai, and Manatal’s AI job description generators, it’s tempting to let AI write the whole thing for you. After all, it’s fast—and sounds okay on the surface.
But here’s the truth:
If you let AI write your receptionist job post without context, you’ll end up with a generic, forgettable listing that repels great candidates.
Why? Because AI can only reflect what you feed it. If you give it nothing, it gives you… nothing special.
❌ The Wrong Way to Use AI
“Write me a receptionist job description.”
That prompt will spit out a lifeless post full of vague tasks, generic intros, and zero insight into your company, culture, or tone. It won’t reflect what makes your team special—and it won’t attract candidates who care.
✅ The Right Way to Use AI (With Context and Control)
AI should be used as your writing assistant, not your recruiting brain. Here’s how to do it the smart way:
Start by giving AI the raw ingredients:
- What your company does
- What makes your receptionist role meaningful
- Your culture and work environment
- The tone you want to use (formal, friendly, casual, professional)
- Key responsibilities and tools used
- Perks, salary range, and hiring process
🧠 Smart AI Prompt Example:
“Help me write a receptionist job description for [Your Company Name]. We’re a fast-growing dental clinic based in Nairobi. We’re hiring a receptionist who will greet patients, manage bookings, and support a friendly, five-person clinical team. We value warmth, reliability, and clear communication. The tone should be friendly and human, not corporate. We offer 20 days leave, medical insurance, and mentorship. Please reflect our values of empathy, teamwork, and professionalism. Here’s a rough list of tasks: [Paste your list].”
You can even paste a well-written example and say:
“Make it feel similar to this one.”
Now AI is working for you—polishing and structuring your message instead of guessing what you want.
🚫 Final Warning: Don’t Let AI Sound Like AI
Candidates can smell a templated post from a mile away. If your receptionist job post feels cold, robotic, or over-polished, high-quality applicants will scroll right past it.
You’re hiring a real person. So make sure your job post feels like it came from a real person too.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Copy-Paste Receptionist Job Description Templates for Quick Use
✅ Option 1: Conversational, Culture-First Template
📌 Job Title: Receptionist & Office Coordinator – [Company Name]
💼 Type: Full-Time | On-Site | [Salary Range]
📍 Location: [City, Region]
🕒 Schedule: [Insert Days and Hours]
📹 60-Second Welcome Video From Our Team
(Insert a short Loom or YouTube link here from your hiring manager or office coordinator)
“Here’s a quick look at our front desk and what it’s like working here. If you’re someone who loves people and order, we hope to meet you!”
Who We Are
[Company Name] is a [brief description of what your company does — e.g., family-owned design studio, fast-growing healthcare provider, modern legal firm]. We’re a close-knit team that believes first impressions matter—especially the ones made at our front desk.
Whether it’s a client walking in, a supplier calling, or a teammate needing support, you’ll be the friendly presence that keeps everything flowing.
What You’ll Be Doing
- Greet and assist walk-in visitors, clients, and staff
- Answer, screen, and route incoming calls professionally
- Manage office schedules, bookings, and appointment calendars
- Handle incoming mail, deliveries, and basic supplies
- Support the admin/HR/ops team with light documentation and coordination
What We’re Looking For
- 1–2 years experience in a receptionist, office assistant, or similar front-desk role
- Excellent communication (spoken and written)
- Organized, punctual, and naturally warm with people
- Comfortable using [list tools: e.g., Google Workspace, Microsoft Office, Front desk systems]
- Bonus: experience in [industry—e.g., dental, real estate, law, medical]
Perks & Benefits
- [Insert number] paid leave days per year
- [Medical/dental/vision coverage or other benefits]
- [Team lunches, retreats, flex days, or wellness programs]
- [Stipend for training or upskilling]
Why This Role Is a Great Fit
You won’t be stuck behind a desk—you’ll be right in the middle of where everything happens. This role gives you visibility across departments, trust from leadership, and the opportunity to grow into HR, admin, or operations if that’s your goal.
How to Apply
We use WorkScreen.io to create a faster, fairer hiring process. You’ll complete a quick evaluation that helps us understand your strengths—no résumé black holes or ghosting.
👉 Apply here: [Insert WorkScreen.io link]
✅ Option 2: Structured Job Brief Format
📌 Job Title: Receptionist
Company: [Company Name]
Location: [City, Country]
Type: [Full-Time / Part-Time]
Salary: [Insert Range]
📹 Watch Our Short Welcome Video
(Insert link to Loom/YouTube video from hiring manager or office tour)
Job Brief
[Company Name] is seeking a reliable, friendly, and organized receptionist to join our team. You’ll manage the front desk, welcome visitors, and support daily office operations.
This is a client-facing role that requires professionalism, communication, and multitasking.
Key Responsibilities
- Welcome and direct visitors and clients upon arrival
- Answer, screen, and forward phone calls
- Schedule appointments and maintain office calendars
- Handle mail, deliveries, and basic filing duties
- Keep reception and common areas clean and presentable
- Support admin team with data entry or clerical tasks
Requirements
- Previous front-desk, customer service, or receptionist experience preferred
- Strong communication skills—verbal and written
- Proficient in Microsoft Office or Google Workspace
- Able to multitask and manage a busy front desk calmly
- High school diploma or equivalent
Perks & Benefits
- days of paid annual leave
- [Any insurance coverage, bonuses, or training]
- [Workplace perks: e.g., flexible schedule, catered lunches, team outings]
How to Apply
We’re hiring through WorkScreen.io, a platform that helps us evaluate skills and make better hiring decisions.
Complete a short application and evaluation—we’ll respond to every applicant.
👉 Apply here: [Insert WorkScreen.io link]
Why You Should Use WorkScreen.io to Hire Your Next Receptionist
So—you’ve written a great job post.
It’s clear. It’s engaging. It reflects your company’s values.
But here’s where most companies still struggle:
Evaluating candidates fairly, efficiently, and confidently.
That’s where WorkScreen.io comes in.
🔍 WorkScreen helps you:
✅ 1. Quickly Identify the Best Candidates
No more guessing who’s actually qualified.
WorkScreen automatically evaluates each applicant and ranks them on a performance-based leaderboard—so you can focus on top talent, not just top résumés.
You’ll instantly see:
- Who has strong communication skills
- Who followed instructions carefully
- Who actually put in the effort
It’s a faster, smarter way to shortlist.
✅ 2. Run Simple, One-Click Skill Tests
Let’s be real: résumés don’t show you how someone answers a phone, interacts with visitors, or handles pressure at the front desk.
That’s why WorkScreen helps you test for real-world abilities—before the interview.
With just one link, candidates complete a short, job-relevant evaluation. You’ll get instant insights that go far beyond experience alone.
✅ 3. Eliminate Low-Effort or AI-Generated Applications
Receptionist roles are especially vulnerable to one-click applicants and copy-paste résumés—some even written by AI tools like ChatGPT or Beyz.ai.
WorkScreen filters those out.
It helps you spot candidates who are serious, genuine, and ready to contribute—not just applying to everything they see online.
✅ 4. Create a Respectful, Modern Hiring Experience
Applicants want clarity, fairness, and feedback—not ghosting or guesswork.
By using WorkScreen, you show candidates you respect their time—and care about hiring intentionally.
The result?
Better applicants. Better hires. Less wasted time.
If you’re tired of sifting through bad résumés, scheduling interviews with the wrong people, or making risky hires…
Hire Smarter, Faster, and More Confidently with Workscreen.io
FAQ
Great receptionists bring more than just admin ability. In addition to being organized and punctual, look for:
- Emotional intelligence: Can they read situations and handle people calmly?
- Verbal clarity: Are they articulate, friendly, and confident on the phone?
- Situational awareness: Do they stay focused and alert during busy periods?
- Discretion: Can they handle sensitive information with care?
- Presence: Do they make visitors feel welcome without being overly casual?
Bonus if they’re comfortable with office tech (e.g., scheduling tools, VOIP phone systems, Google Workspace) and can learn quickly on the job.
Receptionist salaries vary depending on industry, experience, and location. Here’s a general guideline:
- Entry-level receptionist: KSh 30,000–45,000/month
- Mid-level with 2–3 years of experience: KSh 50,000–65,000/month
- Experienced front office coordinator (corporate/legal/healthcare): KSh 70,000–90,000/month+
Urban centers (like Nairobi or Mombasa) typically offer higher compensation than smaller towns. Sectors like law, finance, and medical often pay more than hospitality or retail.
Yes—if they have the right attitude.
A receptionist without experience can still be a great hire if they are:
- People-oriented
- Eager to learn
- Comfortable with tech
- Naturally responsible and well-spoken
If you’re willing to invest in training, you may find that entry-level hires are more adaptable and motivated than those with rigid past habits.
While both roles can overlap, here’s the key distinction:
- Receptionist: Focuses on front-desk duties—greeting visitors, answering phones, managing schedules, and setting the tone for the office.
- Office Administrator: Handles broader tasks—like ordering supplies, organizing meetings, managing vendor relationships, and supporting internal teams.
In smaller companies, one person may do both. But in larger teams, they’re often separate roles.
