Learn what skills and qualities interviewers are looking for from a receptionist administrative assistant, what questions you can expect, and how you should go about answering them.
Working as a receptionist or administrative assistant can be a great way to get your foot in the door of a company. These jobs often require little experience and can offer a lot of training and growth potential. But, before you can start your new job, you’ll likely need to go through a job interview.
One way to prepare for this important meeting is to learn how to answer receptionist interview questions before talking with an interviewer. Employers look for receptionists who are trustworthy, reliable, well organized, and able to solve problems. You’ll also need physical strength and stamina, as well as knowledge of the best ways to greet and interact with people.
A receptionist interview is your chance to show that you’ve polished these skills to a shine. To help you get ready, we’ve listed receptionist questions and answers that will help you figure out what you want to say during an interview.
Receptionists often answer phones and greet people in person. Employers ask this question to make sure you’re comfortable with both of these tasks. They also want to know if you have any special skills that can help them. In your answer, let the employer know whether or not you are comfortable answering phones and talking to people in person. If you do have a special skill, share it with the employer.
Example: “I am very comfortable answering phones and talking to people in person. I’ve been doing both of these things for years now, so they don’t faze me at all. I’m also great at multitasking, which means I can handle multiple phone calls and conversations at once. As someone who is always on time, I would be happy to greet visitors when they arrive.”
This question can help the interviewer determine if you have the skills necessary to succeed in this role. When answering, it can be helpful to mention a few of the most important skills and how you use them on a daily basis.
Example: “The most important skill for a receptionist is communication. I feel that being able to communicate effectively with others is essential when working as a receptionist because you are often the first person people speak to when they call or visit an office. Another important skill is organization, which helps me keep track of all the tasks I need to complete each day. Finally, patience is another key skill since many people who come into an office may be upset or stressed.”
This question can help the interviewer understand how you approach your work and determine which tasks to complete first. Your answer should show that you have a system for prioritizing your work, such as using a task management software or having a specific method of organizing your daily tasks.
Example: “I use a calendar app on my phone to schedule all of my appointments and meetings. I also use this app to create reminders so I don’t forget any important deadlines or events. When I receive emails from coworkers with multiple tasks, I add them to my calendar so I know what tasks need to be completed by when. This helps me stay organized and ensures I’m completing my work in a timely manner.”
Receptionists often use scheduling software to manage their daily tasks. Employers ask this question to learn about your experience with using these types of programs. Use your answer to explain which scheduling software you’re familiar with and how you’ve used it in the past. You can also share any specific skills or training you have that helped you use the program effectively.
Example: “I’ve been using Timely for the last two years at my current job. I learned how to use it through a brief training, but I found that I was able to pick up on most of its features quickly. I like that I can easily add new appointments to our calendar and send reminders to clients when they need to complete an action before their appointment. I find that this helps me stay organized and ensures that we don’t miss any important details.”
Interviewers ask this question to see how you handle conflict. They want to know that you can remain calm and professional when faced with a challenging situation. In your answer, try to focus on the steps you took to resolve the issue or diffuse the conflict.
Example: “In my previous role as an administrative assistant, I had a client who was very demanding. He would often call me multiple times per day asking for updates on projects. At first, I tried to respond to his calls quickly, but he continued to call throughout the day. Eventually, I decided to block his number so I could get some work done without interruption. However, after blocking him, he started calling other employees in our department.
I spoke with my manager about the problem, and we agreed that it would be best if I handled all of his requests until he learned that I wasn’t going to respond to his calls. After two weeks, he finally stopped calling everyone else. From then on, I only responded to his emails and phone calls once a week.”
This question can help the interviewer assess your time management skills and ability to prioritize tasks. Use examples from previous experience in which you were able to complete multiple tasks with tight deadlines, and highlight how you prioritized them effectively.
Example: “In my last role as a receptionist for an accounting firm, I was responsible for answering phones, greeting clients and scheduling appointments. One day, I had three clients scheduled back-to-back with tight deadlines. To ensure that all of their needs were met, I first spoke with each client to learn more about what they needed. Then, I worked on completing one task at a time while keeping the others in mind so I could address any questions or concerns they may have had.”
This question can help the interviewer determine how you handle uncertainty and whether you are willing to ask for help. Your answer should show that you value your coworkers’ expertise, even if it is not in a specific area.
Example: “If I didn’t know the answer to a question, I would first try to find the information myself by looking through files or asking someone else who may have more knowledge about the topic. If I still couldn’t find the answer, I would ask my coworker what they think the answer might be. This shows them that I respect their opinion and am open to learning from them.”
Receptionists often have to handle a lot of stress. They may be answering phones, greeting clients and handling paperwork all at once. Employers ask this question to make sure you can handle the job’s demands. In your answer, explain how you manage stress in your life. Share some techniques that help you stay calm and focused.
Example: “I find that I am able to handle stress quite well. When I first started as a receptionist, I was nervous about my ability to multitask. However, after practicing for a while, I found that it became second nature to me. Now, I feel confident when I’m faced with multiple tasks at once. I also use several stress-relieving techniques to keep myself feeling calm.”
This question is your opportunity to show the interviewer that you have done your research and are genuinely interested in the job. It’s also a chance for you to learn more about the company, so make sure you ask questions that will help you understand what it’s like to work there.
Example: “I noticed from your website that you offer an employee discount program. I’m very interested in learning more about how this works. I’ve never worked at a company with one before, but I think it would be great if my family could save money on our purchases.”
Employers ask this question to make sure you are available when they need you. They also want to know if there is a specific time of year that works best for you. If you have any flexibility, it’s important to let the employer know so they can plan accordingly.
Example: “I am currently looking for full-time work and would be able to start as soon as possible. I do not have any conflicts with my schedule at this time, but I understand that things may change in the future. I will give you two weeks’ notice if something comes up.”
The interviewer may ask this question to assess your customer service skills and how you can contribute to the company’s overall success. In your answer, describe a few ways that you would make people feel welcome in the office.
Example: “I believe it is important to greet everyone who comes into our office with a smile. I would also be sure to have all of their paperwork ready for them so they don’t have to wait long before seeing someone. If there are any questions or concerns about their visit, I would do my best to address those as quickly as possible.”
Receptionists and administrative assistants often use word processing software to create documents, spreadsheets and presentations. Employers ask this question to make sure you have the necessary computer skills for the job. In your answer, explain which programs you’re familiar with and how much experience you have using them. If you don’t have any experience with a particular program, mention that you are willing to learn it.
Example: “I’ve used Microsoft Word since high school when I took a typing class. I also learned Excel in college, where I created several budgeting spreadsheets for my classes. I’m comfortable using both of these programs, although I am open to learning new ones if needed.”
Employers ask this question to learn more about your qualifications and how you feel you would fit in with their company. Before your interview, make a list of reasons why you are the best candidate for this role. Think about what skills you have that match the job description and emphasize any unique qualities or experiences that might be beneficial to this position.
Example: “I am an ideal candidate for this position because I have experience working as a receptionist and administrative assistant. In my previous role, I worked alongside a team of professionals who taught me many valuable skills. I learned how to manage multiple tasks at once while maintaining excellent customer service. I also developed strong communication skills and became proficient in Microsoft Office programs.”
Employers ask this question to learn more about your background and experience. They want to know if you have any relevant skills that can help them with their company’s goals. When answering, list the industries you’ve worked in and what kind of tasks you performed. If you’re applying for a job as an administrative assistant, focus on the office environment.
Example: “I’ve worked in both the hospitality and medical fields. In my last role, I was responsible for scheduling appointments, greeting patients and managing patient records. Before that, I worked at a hotel where I answered phones, greeted guests and booked reservations.”
Employers ask this question to learn more about your confidence and self-awareness. They want to know that you have the skills and experience they’re looking for, but also that you can recognize what makes you unique as a candidate. When answering this question, it’s important to highlight your strengths while avoiding any negative statements or criticisms of other candidates.
Example: “I think my ability to multitask is one of my strongest skills. I’ve worked in receptionist roles before where there were many responsibilities, so I’m used to handling multiple tasks at once. In addition to answering phones and greeting visitors, I often handled administrative work like filing paperwork and organizing schedules. I think these skills make me an excellent fit for this role.”
Employers want to know that you’re committed to your career and are always looking for ways to improve yourself. Your answer should show the interviewer that you’re willing to learn new skills, but also highlight any specific skills you already have.
Example: “I think it’s important to update my skills every year or so. I’ve taken a few online courses in the past, which helped me learn more about different software programs and how to use them. I’m currently enrolled in an online course on customer service, as I feel like I could improve in this area.”
This question is an opportunity to show your problem-solving skills. When answering this question, it can be helpful to describe the steps you would take to resolve the issue and how you would ensure that the client was satisfied with the outcome of the situation.
Example: “If there’s a problem with a file, I first try to find out what happened. If the information in the file was lost or damaged, I will contact the person who created the file and ask them for a copy. If the information was never entered into the system, I will reach out to the appropriate department and let them know about the missing information. Once I have all of the necessary information, I will enter it into the system and make sure everything is accurate. Then, I will send the client a letter explaining the situation and apologize for any inconvenience.”