6 free templates by type. Download as DOCX or copy-paste.
A receptionist is the first person every visitor and caller meets, the face and voice of your business at the front desk. For a small practice, salon, or office, it is one of the most common early hires, and a more important one than the title suggests, since it shapes the first impression of your whole operation. The job description you write sets the scope, screens for the right personality and skills, and becomes the baseline for the role once you hire.
At FirstHR, we build for small businesses where the owner or office manager handles hiring directly. The six templates below cover the most common versions of the role: general, front desk, medical or dental, receptionist plus admin, salon or spa, and part-time or virtual. Each is ready to use. Fill in the bracketed fields, adjust to match your business, and post. For the fundamentals behind any posting, the guide to writing a job description covers the basics.
TL;DR
Six free, ready-to-use receptionist job description templates: General, Front Desk, Medical / Dental, Receptionist + Admin, Salon / Spa, and Part-Time / Virtual. Download as DOCX, customize the bracketed fields, and post in minutes. Match the template to your setting, list concrete duties, set realistic requirements and an hourly pay range, then bridge into onboarding once they accept.
Which Template Should You Use?
Pick the template that matches your business and setting. The core structure is the same across all six, but each one emphasizes the duties, skills, and language that fit a specific kind of reception role. Use this guide to choose.
General
Any office
The universal, all-purpose version for any small business or office. Greeting, phones, scheduling, mail, and basic admin. Start here if the role fits a standard front desk.
Front Desk
Busy lobby
For high-traffic offices. Adds visitor check-in, a multi-line phone system, visitor logs, and security badges. Use this when managing a steady flow of guests.
Medical / Dental
Practices
For medical and dental practices. Adds patient check-in, insurance verification, copays, EHR or practice software, and HIPAA privacy. Use this for a clinical front desk.
Receptionist + Admin
Combined role
For very small teams where one person does both. Adds data entry, invoicing, calendars, and supplies on top of front-desk duties. Common in lean businesses.
Salon / Spa
Client-facing
For salons, spas, and wellness businesses. Adds booking software, checkout and retail sales, and client experience. Use this for a beauty or wellness front desk.
Part-Time / Virtual
Flexible or remote
For flexible or remote coverage. Adds set hours, remote phone and CRM tools, and call routing. Use this for part-time or virtual reception.
Match the Template to Your Setting
The fastest way to choose is by where the work happens. Standard office? Start with General. Busy lobby with lots of visitors? Front Desk. Medical or dental practice? Medical / Dental. One person covering desk and admin? Receptionist + Admin. Salon or spa? Salon / Spa. Flexible or remote coverage? Part-Time / Virtual. When in doubt, the General template is the baseline to adapt.
6 Free Receptionist Job Description Templates
Download all six as a single Word document or copy individual templates. Each one follows the same structure: company overview, job summary, key responsibilities, qualifications, compensation, and how to apply. Fill in the brackets before you post.
Download All 6 Job Description Templates
General, front desk, medical, hybrid, salon, and part-time. All in one DOCX.
Template 1: General Receptionist
The universal, all-purpose version for any small business or office. Greeting, phones, scheduling, mail, and basic admin, with an hourly pay range. Start here if the role fits a standard front desk.
General Receptionist Job Description
RECEPTIONIST JOB DESCRIPTION
Company: __
Location: __
Reports to: __ (Office Manager / Owner)
Employment type: [ ] Full-time [ ] Part-time
Pay range: $_____ to $_____ per hour
ABOUT [COMPANY NAME]
[One or two sentences about your business and the front-office team the
receptionist will join.]
JOB SUMMARY
[Company Name] is hiring a Receptionist to be the first point of contact for our
visitors and callers. You will greet guests, answer and route phone calls,
schedule appointments, and keep the front desk running smoothly. This is a
people-facing role for someone organized, friendly, and reliable.
KEY RESPONSIBILITIES
•Greet visitors and direct them to the right person
•Answer, screen, and route incoming phone calls
•Schedule and confirm appointments
•Manage incoming and outgoing mail and deliveries
•Keep the reception area clean and presentable
•Handle general inquiries and provide information
•Perform basic administrative and data-entry tasks
•Support other staff as needed
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Friendly, professional phone and in-person manner
•Prior reception or customer service experience a plus
COMPENSATION AND BENEFITS
Pay range: $_____ to $_____ per hour
Benefits: __
HOW TO APPLY
To apply, send your resume or apply in person at __ by
_.
[Company Name] is an equal opportunity employer.
Template 2: Front Desk Receptionist
For high-traffic offices and lobbies. Adds visitor check-in, a multi-line phone system, visitor logs, and security badges. Use this when the role centers on managing a steady flow of guests.
Front Desk Receptionist Job Description
FRONT DESK RECEPTIONIST JOB DESCRIPTION
Company: __
Location: __
Reports to: Office Manager
Employment type: [ ] Full-time [ ] Part-time
Pay range: $_____ to $_____ per hour
JOB SUMMARY
[Company Name] is hiring a Front Desk Receptionist to manage our busy lobby and
be the face of our office. You will check in visitors, operate a multi-line
phone system, manage the visitor log and badges, and keep the front desk
organized and welcoming for a high volume of guests.
KEY RESPONSIBILITIES
•Greet and check in all visitors at the front desk
•Operate a multi-line phone system and route calls
•Manage the visitor log, sign-in, and security badges
•Notify staff of arriving guests and deliveries
•Keep the lobby and reception area clean and presentable
•Schedule appointments and manage the front-desk calendar
•Handle mail, couriers, and general inquiries
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Experience with a multi-line phone system preferred
•Strong organization and a professional appearance
•Friendly, calm manner in a high-traffic environment
•Basic computer and scheduling skills
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per hour
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
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Template 3: Medical / Dental Front Desk Receptionist
For medical and dental practices. Adds patient check-in, insurance verification, copays, EHR or practice software, and HIPAA privacy. Use this for a clinical front desk role.
Medical / Dental Front Desk Receptionist Job Description
MEDICAL / DENTAL FRONT DESK RECEPTIONIST JOB DESCRIPTION
Practice: __
Location: __
Reports to: Office Manager / Practice Manager
Employment type: [ ] Full-time [ ] Part-time
Pay range: $_____ to $_____ per hour
JOB SUMMARY
[Practice Name] is hiring a Front Desk Receptionist for our [medical / dental]
practice. You will greet patients, schedule appointments, verify insurance,
collect copays, and manage patient records in our system, all while protecting
patient privacy. A warm, organized, detail-oriented person is ideal for this
patient-facing role.
KEY RESPONSIBILITIES
•Greet and check in patients
•Schedule, confirm, and reschedule appointments
•Verify insurance and collect copays and payments
•Update and maintain patient records in the [EHR / EMR / practice software]
•Answer phones and handle patient inquiries
•Protect patient privacy and follow HIPAA requirements
•Coordinate with clinical staff on patient flow
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Front desk or healthcare experience preferred
•Familiarity with insurance, scheduling, and [EHR/EMR] systems
•Understanding of patient privacy and HIPAA basics
For very small teams where one person does both. Adds data entry, invoicing, calendars, and supplies on top of front-desk duties. Use this for the common combined role on a lean team.
[Company Name] is hiring a Receptionist / Administrative Assistant to cover both
our front desk and day-to-day office support. In addition to greeting visitors
and answering phones, you will handle data entry, invoicing, calendars, and
supplies. This combined role is ideal for a versatile person on a small team.
KEY RESPONSIBILITIES
FRONT DESK
•Greet visitors and answer and route phone calls
•Schedule appointments and manage the calendar
•Handle mail, deliveries, and inquiries
ADMINISTRATIVE
•Perform data entry and maintain records
•Help with invoicing and basic bookkeeping tasks
•Order and manage office supplies
•Support travel, scheduling, and document prep
•Assist staff with administrative tasks
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Reception and administrative experience preferred
•Strong organization and multitasking skills
•Comfortable with office software and basic bookkeeping
•Friendly, reliable, and self-directed
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per hour
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
Template 5: Salon / Spa Receptionist
For salons, spas, and wellness businesses. Adds booking software, checkout and retail sales, and a focus on client experience. Use this for a beauty or wellness front desk.
Salon / Spa Receptionist Job Description
SALON / SPA RECEPTIONIST JOB DESCRIPTION
Business: __
Location: __
Reports to: Salon Manager / Owner
Employment type: [ ] Full-time [ ] Part-time
Pay range: $_____ to $_____ per hour
JOB SUMMARY
[Business Name] is hiring a Receptionist for our [salon / spa]. You will welcome
clients, book and manage appointments, handle checkout and retail sales, and
keep the front of house running smoothly. A friendly, polished person who loves
creating a great client experience is ideal.
KEY RESPONSIBILITIES
•Welcome and check in clients
•Book, confirm, and manage appointments in the [booking software]
•Handle checkout, payments, and retail product sales
•Answer phones, texts, and online booking inquiries
•Recommend products and services to clients
•Keep the reception and retail area clean and stocked
•Support stylists and staff with scheduling
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Customer service or front desk experience preferred
•Comfortable with booking software and point-of-sale
•Friendly, polished, and client-focused
•Interest in [beauty / wellness] a plus
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per hour
To apply, send your resume or apply in person at __ by
_.
[Business Name] is an equal opportunity employer.
Template 6: Part-Time / Virtual Receptionist
For flexible or remote coverage. Adds set hours, remote phone and CRM tools, and call routing. Use this for a part-time or virtual reception role.
Part-Time / Virtual Receptionist Job Description
PART-TIME / VIRTUAL RECEPTIONIST JOB DESCRIPTION
Company: __
Location: __ (Remote / On-site)
Reports to: Office Manager
Employment type: [ ] Part-time [ ] Remote
Schedule: __
Pay range: $_____ to $_____ per hour
JOB SUMMARY
[Company Name] is hiring a Part-Time / Virtual Receptionist to handle our calls
and scheduling on a flexible basis. You will answer and route calls, manage
appointments, and respond to inquiries, working [remotely / on a set part-time
schedule]. Ideal for a reliable, organized person who communicates clearly.
KEY RESPONSIBILITIES
•Answer and route incoming calls and messages
•Schedule and confirm appointments
•Respond to email and chat inquiries
•Take messages and follow up as needed
•Use remote phone, CRM, and scheduling tools
•Maintain accurate records and notes
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Reliable internet and a quiet workspace (if remote)
•Clear, professional phone and written communication
•Comfortable with remote phone and scheduling tools
•Availability during [hours / days]
SCHEDULE AND HOW TO APPLY
Hours / availability: __
Pay range: $_____ to $_____ per hour
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
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A receptionist handles the front desk and is the first point of contact for visitors and callers. The Bureau of Labor Statistics describes receptionists as doing tasks such as answering phones, receiving visitors, and providing information about their organization to the public. In practice, that means greeting and directing guests, routing calls, scheduling appointments, managing mail, and handling basic administrative work, all while keeping the reception area welcoming.
The role varies by setting. A medical receptionist verifies insurance and protects patient privacy, a salon receptionist books appointments and sells retail, and a busy lobby receptionist focuses on visitor management. That is why the job description should describe the role for your specific business rather than copy a generic one. For a closely related role that often overlaps, the administrative assistant job description templates pair naturally with reception.
Receptionist Duties and Responsibilities
Receptionist duties fall into four broad areas. A strong job description selects the specific responsibilities from each area that apply to your setting rather than listing every possible task. These are the responsibilities most often expected of the role.
Front-of-house
Greet visitors and clients
Keep the reception area presentable
Provide information and answer inquiries
Phones and communication
Answer, screen, and route calls
Respond to email and messages
Take and relay messages
Scheduling
Schedule and confirm appointments
Manage the front-desk calendar
Coordinate with staff on availability
Administrative
Handle mail and deliveries
Perform data entry and records
Support basic office tasks
For a specialized role, the duties shift toward the relevant area, such as insurance and EHR work for a medical practice or booking and retail for a salon. For help scoping the role before you write the posting, the guide to defining job responsibilities walks through a simple process.
What to Include in a Receptionist Job Description
Every strong receptionist job description includes the same core sections, with concrete duties rather than generic ones. The templates above are built around them, but it helps to see the difference between vague and specific wording.
Weak bullet
Strong bullet
Answer phones
Answer, screen, and route calls on a multi-line phone system
Greet people
Greet and check in visitors and notify the right staff
Book appointments
Schedule, confirm, and reschedule appointments in [software]
Do office work
Perform data entry and manage mail and deliveries
Be friendly
Provide a warm, professional first impression for every guest
Specific, concrete duties attract candidates who fit the role and signal a serious employer. Keep the language neutral and inclusive too, since the EEOC prohibits job advertisements that show a preference based on protected characteristics. For a fuller framework, the SHRM guide to writing a job description covers the standard sections.
Receptionist vs Administrative Assistant
These two roles are often confused and frequently combined in small businesses, but they have distinct focuses. Knowing the difference helps you write the right job description and hire for the actual need.
Receptionist
Administrative Assistant
Focus
Front desk and first point of contact
Broader office and staff support
Core work
Greeting, phones, scheduling
Data entry, documents, coordination
Visibility
Public-facing
Mostly behind the scenes
Common overlap
Often combined on small teams
Often combined on small teams
On a lean team, one person often covers both, which is exactly what the Receptionist plus Administrative Assistant template is for. If your role blends front desk and office support, use that version and spell out both sets of duties.
Receptionist Pay and Requirements
Receptionists are typically paid hourly, with modest formal requirements. Set your range using government data as a baseline, then adjust for location, industry, and experience.
Receptionist Pay (BLS, May 2024)
Receptionists earned a median hourly wage of $17.90 in May 2024, about $37,230 per year. The lowest 10 percent earned under $13.60 per hour and the highest 10 percent over $23.49 (U.S. Bureau of Labor Statistics). Receptionists typically need a high school diploma and good communication skills, with about 128,500 openings projected each year.
Always publish an hourly pay range. It attracts more qualified applicants and is required in a growing number of states. Because the role is usually hourly and non-exempt, federal overtime rules apply, so review the Department of Labor FLSA standards when you set pay and classify the role.
How to Write a Receptionist Job Description
A strong receptionist job description takes about 15 minutes to write if you follow a clear structure. Here is the process the templates are built around. If you are building out your team, the small business hiring guide covers the steps around the posting itself.
1
Choose the right template
Pick the version that matches the role: general, front desk, medical, hybrid, salon, or part-time. The template already emphasizes the right duties.
2
Write a clear summary
Open with two or three sentences on your business, the front-of-house experience you want, and what the role involves day to day.
3
List concrete responsibilities
Use specific duties grouped by front-of-house, phones, scheduling, and admin. Match them to your setting, not a generic list.
4
Set realistic requirements
List a high school diploma, communication and computer skills, and any setting-specific needs like EHR or booking software. Mark experience as preferred.
5
Add pay and apply steps
Include an hourly pay range, add an equal opportunity statement, and give clear apply instructions, including walk-in options if relevant.
Hiring a Receptionist for a Small Business
A large company hires a receptionist into an established front-office team with clear procedures. A small practice, salon, or office does not. The owner or office manager writes the posting, screens applicants, and onboards the new hire, often while running everything else. As you grow, other front-office roles follow the same pattern, which is why hiring an office manager shares the same approach. Here is how to write the posting for that reality.
Your receptionist is often your first impression and your first hire
In a small practice, salon, or office, the receptionist is the first person every visitor and caller meets, and frequently one of the earliest hires a growing business makes. That makes the role higher-stakes than the title suggests. Describe the front-of-house experience you want and the personality that fits, not just a list of tasks, so you attract someone who represents your business well.
The role often combines reception with other work
On a small team, a receptionist rarely just sits at a desk. They handle admin, scheduling, light bookkeeping, or retail depending on the business. Be honest about the full scope in the job description so candidates know what they are signing up for. The Receptionist plus Administrative Assistant template is built for exactly this combined role, which is common in lean businesses.
Industry changes the role more than you might think
A medical front desk needs HIPAA awareness and insurance handling; a salon needs booking software and retail sales; a busy lobby needs visitor management. A generic template misses these. Use the industry-specific version that matches your business so the posting reflects the real day-to-day and screens for the right experience.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and onboarding. Because the receptionist is a first impression for every visitor and caller, getting them confident and productive quickly has an immediate payoff.
Send the offer
Confirm the role, pay, schedule, and start date in writing. An offer letter template makes this quick even for an hourly role.
Collect paperwork
I-9, W-4, and any agreements. The Department of Labor sets recordkeeping requirements that apply to every new hire.
Train on phones and tools
Walk through your phone system, scheduling software, and any practice or booking tools before the first shift.
Run a clear first day
Cover front-desk procedures, who is who, and how to handle common situations so the new receptionist can represent you well.
A clear first day and simple training turn a new receptionist into a confident front-of-house presence quickly, which matters because they represent your business from the first phone call. Once your offer is ready, the offer letter template handles the next step, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, paperwork, e-signatures, and onboarding workflow in one place so a small business can manage the full process from one system.
Key Takeaways
A receptionist is the first point of contact for visitors and callers, and a clear job description is your first filter for the right front-of-house hire.
Use the template that matches your setting: general, front desk, medical or dental, receptionist plus admin, salon or spa, or part-time or virtual.
Industry changes the role: medical needs HIPAA and insurance, salon needs booking and retail, a busy lobby needs visitor management.
On a small team, the role often combines reception with admin work, so describe the full scope honestly.
Use BLS data as a baseline: receptionists earned a median of $17.90 per hour in May 2024, about $37,230 per year.
The role is usually hourly, so plan the offer and a clear first day covering phones, tools, and front-desk procedures.
Frequently Asked Questions
What does a receptionist do?
A receptionist is the first point of contact for a business, handling visitors, calls, and front-desk tasks. According to the Bureau of Labor Statistics, receptionists do tasks such as answering phones, receiving visitors, and providing information about their organization to the public. Day to day, that means greeting and directing guests, answering and routing calls, scheduling appointments, managing mail and deliveries, and keeping the reception area presentable, plus basic administrative work. The exact mix depends on the setting. A medical receptionist verifies insurance and protects patient privacy, a salon receptionist books appointments and handles retail, and a general office receptionist does a bit of everything.
What should a receptionist job description include?
A strong receptionist job description includes a job summary, key responsibilities, required qualifications, skills, a pay range, and benefits, plus how to apply. The responsibilities should be specific to your setting rather than a generic list: a busy lobby needs visitor management and a multi-line phone, a medical practice needs scheduling and insurance handling, and a salon needs booking and retail. List a high school diploma and the communication and computer skills the role needs, mark experience as preferred rather than required where you can, and include an hourly pay range. The templates in this article give you a ready structure to customize.
What is the difference between a receptionist and a front desk receptionist?
The terms are often used interchangeably, and the roles overlap heavily. A general receptionist handles greeting, phones, scheduling, and basic admin for any kind of business. A front desk receptionist usually refers to a more visitor-focused role in a higher-traffic setting, with extra emphasis on checking in guests, operating a multi-line phone system, managing a visitor log, and handling security badges. In a small office the two are essentially the same job. The distinction matters most in busy lobbies, medical practices, hotels, and similar settings where managing a steady flow of visitors is the core of the role.
How much does a receptionist earn?
Receptionists are typically paid hourly. The U.S. Bureau of Labor Statistics reports a median hourly wage of $17.90 for receptionists in May 2024, which is about $37,230 per year. The lowest 10 percent earned less than $13.60 per hour and the highest 10 percent more than $23.49. Actual pay depends on location, industry, and experience, and medical or specialized front desk roles often pay toward the higher end. Always include an hourly pay range in your posting, since transparent pay attracts more qualified applicants and is required in a growing number of states.
What qualifications does a receptionist need?
Most receptionist roles have modest formal requirements. According to the Bureau of Labor Statistics, receptionists typically need a high school diploma or equivalent and good communication skills, with short-term on-the-job training. Beyond that, employers look for a friendly and professional manner, organization, basic computer and scheduling skills, and reliability. Prior reception or customer service experience is helpful but often not required, which makes this a common entry-level or early-career hire. For specialized settings, additional skills matter, such as familiarity with EHR systems and HIPAA for medical practices or booking software for salons.
What is the difference between a receptionist and an administrative assistant?
A receptionist focuses on the front desk: greeting visitors, answering phones, and managing the reception area. An administrative assistant focuses on broader office support: data entry, scheduling, document preparation, correspondence, and helping staff with day-to-day tasks. The receptionist is the public-facing first point of contact, while the administrative assistant works more behind the scenes. In a small business, one person often does both, which is why the combined Receptionist plus Administrative Assistant template exists. If your role blends front desk and office support, use that template and describe both sets of duties clearly.
How do I hire a receptionist after writing the job description?
Once your job description is ready, post it, screen applicants, and interview for both skills and front-of-house personality, since this role represents your business. When you choose someone, the job description becomes the basis for the offer and onboarding. Send an offer letter, collect signed paperwork, and run a clear first day covering your phone system, scheduling tools, and front-desk procedures. Because the receptionist is often a first impression for every visitor, a good onboarding pays off immediately. FirstHR handles the offer letter, document collection, e-signatures, and onboarding workflow in one place so a small business can move from job description to a productive new hire.
