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Front Desk Receptionist Job Description

REPORTS TO:   Executive Director

DESCRIPTION: The Front Desk Receptionist is responsible for handling front office reception and administration duties, including greeting guests, answering phones, handling company inquiries and sorting and distributing mail. The Front Desk receptionist works closely with the Executive Director and Clinical staff.



  • Ensuring adherence to the required HIPPA and documentation requirements as identified by county, state and federal regulatory agencies;
  • Ensure clinical services are in compliance with county, state and federal regulatory agencies;
  • Answer phones;
  • Route calls to specific people;
  • Greet guests warmly and make sure they are comfortable;
  • Schedule meetings and interviews;
  • Participation of morning census review;
  • Coordinate mail flow in and out of the building;
  • Perform other clinical duties as assigned;
  • Send email and faxes;
  • Perform basic bookkeeping, filing and clerical duties
  • Assist and work with the Executive Director regarding new hire interviews;
  • Create and maintain employee files



  • Highly skilled in greeting guests in a courteous and professional way
    • Well versed in managing multiple line phone system and handling multiple incoming calls simultaneously
    • Demonstrated ability to answer queries of visitors and direct them to the right person
    • Committed to provide exceptional customer service to clients and coworkers
    • Excellent knowledge of administrative and clerical procedures
    • Adept at giving accurate and detailed information to visitors and callers
    • Able to handle difficult clients tactfully
    • Expert user of MS Word, Excel, Outlook and front desk software applications
    • Special talent for scheduling appointment, managing calendars and maintaining conference rooms
    • Proven record of performing clerical duties such as scanning, photocopying and collating
    • Thorough understanding of monitoring visitors’ access and issuing passes
    • Extremely capable of keeping reception area clean and organized
    • Expert in ordering, receiving and maintaining office supplies


  • High School Diploma
  • Valid Massachusetts Driver’s License


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Moderate physical activity. Requires handling of average-weight objects up to 25 pounds or standing and/or walking for more than four (4) hours per day.
  • Work environment involves exposure to potentially dangerous materials and situations that require following extensive safety precautions and may include the use of protective equipment.
  • Exposure to disturbed and potentially aggressive patients is possible. Stress ranges from low to intense depending on situation.
  • Sitting, standing, walking, reaching, bending, stooping as required to assist in patient care.