How to hire a desk receptionist

How to hire a desk receptionist, step by step

Here's a step-by-step desk receptionist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a desk receptionist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new desk receptionist
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your desk receptionist job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a desk receptionist for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A desk receptionist's background is also an important factor in determining whether they'll be a good fit for the position. For example, desk receptionists from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of desk receptionist salaries for various roles:

   Type of Desk Receptionist	Description	Hourly rate
   Desk Receptionist	Receptionists perform administrative tasks, such as answering phones, receiving visitors, and providing general information about their organization to the public and customers.	$12-19
   Greeter	A greeter is a person who greets and welcomes customers and clients into an establishment. Since their job mostly is to greet customers, greeters must possess a friendly and positive attitude... Show more	$9-15
   Front Desk Coordinator	A Front-Desk Coordinator is the point of contact in a commercial establishment or building such as offices, clinics, salons, and even government agencies. The primary responsibility of a Front-Desk Coordinator is to greet and assist clients of their needs, such as filling-up registrations, appointing schedules, directing clients, and bridging information in a building... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Scheduling Appointments
   • Customer Service
   • Front Desk
   • Check-In
   • Emergency Situations
   • Office Equipment
   • Telephone Calls
   • Administrative Tasks
   • Conflict Resolution
   • Greeting Visitors
   • IDS
   • Residence Life
   • Computer System
   • Front Office Reception

   Check all skills

   Responsibilities:

   • Assist office management and staff with administrative projects/responsibilities such as managing time-sensitive projects, filing, copying, and collating materials.
   • Assist office management and staff with administrative projects/responsibilities such as managing time-sensitive projects, filing, copying, and collating materials.
   • Document and identify doctors' availability and schedule appointments utilizing AVImark scheduling software.

3. Make a budget

   Including a salary range in your desk receptionist job description is a great way to entice the best and brightest candidates. A desk receptionist salary can vary based on several factors:

   • Location. For example, desk receptionists' average salary in alabama is 43% less than in alaska.
   • Seniority. Entry-level desk receptionists earn 39% less than senior-level desk receptionists.
   • Certifications. A desk receptionist with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a desk receptionist's salary.

   Average desk receptionist salary

   $15.59hourly

   $32,434 yearly

   ---

   Entry-level desk receptionist salary

   $25,000 yearly salary

   Updated December 15, 2025

4. Writing a desk receptionist job description

   A desk receptionist job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a desk receptionist job description:

   Desk receptionist job description example

   Founded in 1962 as the world's first outpatient dialysis provider, Northwest Kidney Centers operates 20 dialysis clinics across the Puget Sound region in addition to hospital-based services and a large home-based dialysis program. We are a not-for-profit, community-based organization and consistently rank among the top dialysis providers in the United States in quality of care, patient outcomes and transplant rates.
   
   At Northwest Kidney Centers, teamwork, integrity, respect, excellence and stewardship guide our approach to how we work. We differentiate ourselves by our patient centered approach and active commitment to advancing kidney research and dialysis innovation. Key to our success is the compassion and expertise of our dedicated team of staff that care for those we serve.
   
   Northwest Kidney Centers seeks a Main Desk Receptionist to join the Office Services team at Haviland Pavilion/Broadway Kidney Center.
   Responsibilities The Main Desk Receptionist is responsible for NKC reception, telephone, and message services. The position is also responsible for other Office Services duties; for operating telephone equipment and observing Office Services procedures; and performing project duties, when required.
   
   Qualifications Equivalent of high school graduate level training with office-related subjects. Equivalent of six months of previous receptionist experience. Typing speed of 40-50 wpm Shift Mon- Fri, Full-time 40 hours, 8:00 a.m. - 4:30 p.m.
   
   Northwest Kidney Centers is an equal opportunity employer. We don't discriminate on the basis of race, gender, sex, sexual orientation, age, religion, national or ethnic origin, disability, genetics or veteran status.
   
   Please note: Northwest Kidney Centers is obligated to adhere to Proclamation 24- 14.1 requiring healthcare workers in the State of Washington to be fully vaccinated against Covid-19 in order to work in a healthcare facility. Northwest Kidney Centers fully supports this requirement in order to prevent and reduce the spread of Covid-19 to patients and employees. All new staff will need to provide proof of Covid-19 vaccination to NKC Employee Health prior to their first day. Medical or Religious exemptions may be accommodated depending on the role. For exemption information, please contact Human Resources prior to your start date.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right desk receptionist for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your desk receptionist job on Zippia to find and recruit desk receptionist candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with desk receptionist candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new desk receptionist

   Once you've selected the best desk receptionist candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new desk receptionist first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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