What Is a Receptionist? Roles, Pay & Modern Options

A receptionist is a front-line employee who answers phones, greets visitors, schedules appointments, and routes information for an organization. According to the U.S. Bureau of Labor Statistics, receptionists work across nearly every industry and typically earn between $14 and $38 per hour depending on location and experience. Most roles require a high school diploma and strong phone etiquette.

"Receptionists do tasks such as answering phones, receiving visitors, and providing information about their organization to the public." — U.S. Bureau of Labor Statistics, Occupational Outlook Handbook

What Does a Receptionist Do?

A receptionist is an employee in an administrative support position, typically stationed at a front desk, lobby, or waiting area. According to the U.S. Bureau of Labor Statistics, receptionists "answer phones, receive visitors, and provide information about their organization to the public."

The core duties of a receptionist span several key areas:

Phone Operations Receptionists operate telephone systems to answer incoming calls, screen them for appropriate departments, and forward calls to the right person or extension. They also take messages, provide basic company information, and schedule appointments. According to O*NET, a core task is to "operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments." For trade businesses handling high call volumes, managing these duties efficiently is critical — many contractors now use AI voice receptionists to handle inbound calls while they focus on job sites.

Visitor Management Greeting visitors, checking them in, and directing them to the appropriate office or person falls under receptionist duties. This includes maintaining sign-in logs, issuing visitor badges, and ensuring security protocols are followed.

Administrative Support Beyond the front desk, receptionists handle scheduling, maintain appointment calendars, process mail, prepare documents, and perform general office support tasks.

Industry Variation Receptionist duties vary significantly by employer and industry. Medical receptionists verify insurance and handle patient intake. Legal receptionists manage confidential client information and court filing deadlines. In trades and home-service companies, receptionists qualify leads and book service appointments. Corporate receptionists handle larger visitor volumes and coordinate multi-department communications. Small businesses expect broader administrative support; larger organizations often have specialized roles focused primarily on front-desk duties.

Receptionist Job Description: Key Responsibilities and Skills

A receptionist job description outlines a front-office professional who manages first impressions, phone systems, and administrative workflows. According to Monster's hiring template, core duties include:

• Greeting and directing visitors
• Answering and transferring calls
• Assisting with administrative tasks such as filing, data entry, and preparing documents or reports for meetings
• Monitoring and ordering office supplies
• Scheduling appointments using calendar or scheduling software
• Managing incoming mail and packages

Required Skills

Employers consistently seek receptionists with:

• Phone etiquette — clear speech, patience, professional tone
• Scheduling software proficiency — Google Calendar, Outlook, or industry-specific systems
• Multitasking — juggling calls, visitors, and paperwork simultaneously
• Customer service — problem-solving and a welcoming demeanor
• Data entry — accuracy with names, contact info, and filing systems

According to the Bureau of Labor Statistics, receptionists typically need a high school diploma or equivalent. Many employers prefer some prior customer-facing or administrative experience, though entry-level candidates are often trained on the job.

Front Desk Receptionist vs. Information Clerk

The O*NET occupational classification (SOC code 43-4171.00) distinguishes front desk receptionists — who handle scheduling, phones, and visitor management — from information clerks, who primarily answer questions and provide directions in specific venues like hotels or hospitals. In practice, most receptionist roles blend both functions.

The Small Business Reality

Home-services contractors and small firms often expect one receptionist to handle all of the above simultaneously. A single person may answer phones while scheduling jobs, greeting clients, ordering supplies, and entering invoice data — all without back-office support. This demands stronger multitasking ability and independence than larger corporate environments require.

Receptionist Salary: What to Expect in the US

According to the U.S. Bureau of Labor Statistics Occupational Outlook Handbook, the median annual wage for receptionists was $33,470 as of May 2023. This translates to roughly $16.09 per hour for a full-time position — but the real range is much wider than that headline number suggests.

National Range and Metro Variation

Receptionist pay swings dramatically by location and employer type. ZipRecruiter data from Colorado Springs shows hourly rates between $14–$38/hour, depending on experience and industry. On the coasts, rates climb higher: entry-level receptionists in San Jose start at $18–$20/hour, reflecting the local cost of living and tech sector demand.

The gap between low and high is substantial because receptionist compensation depends on:

• Industry. Legal or medical offices typically pay 15–25% more than general business reception roles
• Metro area. Major tech hubs and financial centers (San Francisco, New York, Boston) run 30–50% above the national median
• Employment type. Full-time permanent roles pay more than part-time or temporary staffing

What It Costs to Hire

For a small business budgeting a full-time receptionist hire, expect $30,000–$45,000 annually before adding benefits like health insurance, payroll taxes, and workers' comp. According to Robert Half staffing data, adding benefits can push total cost 25–40% higher.

Part-time and temporary reception work offers flexibility but typically provides no benefits. The median wage masks real variation: a receptionist in a rural area might cost $28,000/year while the same role in an urban market runs $50,000+.

Types of Receptionists: In-House, Virtual, and AI

Today, most businesses choose from three distinct receptionist models, each with different cost structures, availability, and control trade-offs.

In-House Receptionists

An in-house receptionist works on-site at your business location. According to the U.S. Bureau of Labor Statistics, receptionists held about 900,000 jobs in 2022, with median annual wages around $35,000 — though this varies widely by region and industry.

| Factor | In-House Receptionist | Virtual Human Receptionist | AI Receptionist | |--------|----------------------|---------------------------|------------------| | Availability | Business hours only | Extended hours, scheduling-dependent | 24/7, no gaps | | Typical cost (monthly) | $2,500–$4,500+ salary | $1,000–$2,500 (hourly/call-based) | Lower fixed rate | | Setup time | Weeks (recruit, hire, train) | Days | Same day | | Handles after-hours calls | No (unless overtime) | Sometimes | Yes | | Books appointments | Yes | Yes | Yes | | Best fit for | High foot-traffic offices | Businesses needing human touch remotely | Trade contractors, high call volume |

Advantages of in-house:

• Direct supervision and brand control
• Immediate problem-solving for walk-in clients
• Full integration with your team

Drawbacks of in-house:

• Highest cost (salary, benefits, payroll taxes, office space)
• Limited to business hours unless you pay overtime
• Recruitment, training, and turnover burden fall on you
• Fixed costs even during slow periods

Virtual Human Receptionists

A virtual receptionist is a remote human worker who answers calls from elsewhere, typically on an hourly or call-based billing model.

Advantages:

• Lower overhead than in-house (no office space, benefits, or full-time commitment)
• Can scale up or down based on call volume
• Handles calls outside your office hours if needed

Drawbacks:

• Still constrained by human availability and scheduling
• Hourly rates stack up; most charge $15–$25 per hour or per-call fees
• Quality depends on the vendor's training and turnover
• You may still miss calls during gaps

AI Voice Receptionists

An AI voice receptionist operates 24/7 without human limitations. It answers inbound calls, qualifies leads, books appointments, and can send quotes — all without sick days, vacation, or overtime costs.

Best for:

• Service businesses where calls arrive outside normal hours
• High call volume that would otherwise overwhelm a human receptionist
• Budget-conscious teams wanting coverage without payroll

For US home-services contractors specifically, an AI voice receptionist for home-services contractors like Onexe bridges the gap between cost and capability. It answers calls while you're on the job site, qualifies whether a caller needs a service you offer, books appointments directly into your calendar, and sends quote requests — all without pulling you or your staff away from billable work.

Key difference: AI receptionists eliminate the availability bottleneck entirely. You never lose a lead because no one picked up the phone.

When Does a Small Business Need a Receptionist?

You need a receptionist when missed calls cost you more than hiring one — or when a modern alternative saves you that revenue leak.

Start with these three signals:

High inbound call volume. Trades businesses — HVAC, plumbing, electrical — often field 20+ calls per day. Homeowners call to request quotes, reschedule jobs, or report emergencies. According to the U.S. Bureau of Labor Statistics, receptionists work across all industries, with heavy concentration in service sectors where phone intake drives revenue. If your crew is on jobs and you're answering every call, you're losing billable time.

Consistent missed calls. Track your voicemail for a week. If 15% or more of inbound calls go unanswered, you're leaving money on the table. A missed call from a homeowner needing emergency plumbing repair doesn't just disappear — it redirects to a competitor. Understanding how much a missed call costs your business helps justify the hire.

Owner time theft. If you're spending 2+ hours per day on phone admin — answering, transferring, taking messages, booking — that's time you're not managing jobs, selling, or training crew. At a $50/hour labor billing rate, 2 hours daily is $500/week in lost revenue capacity.

The cost-benefit math:

• A part-time receptionist (20 hours/week) costs $300–$500/week in salary
• A full-time receptionist (40 hours/week) costs $600–$1,200/week
• Each recovered missed call can be worth $100–$500 in job value

If you're losing even 3–5 jobs per week to no-answer, a hire pays for itself. If call volume is steady but lower, a part-time hire or modern alternative (answering service, voicemail-to-text, appointment-booking software) may fit your budget better.

The question isn't whether receptionists are common — they are. The question is whether the revenue your business recovers outweighs the cost you pay.

Receptionist vs. Administrative Assistant: What's the Difference?

Receptionists are primarily customer-facing. They manage the front desk, answer phones, greet visitors, and direct inbound communication. According to the U.S. Bureau of Labor Statistics, receptionists perform "routine administrative and customer service tasks" with a focus on first impressions and call management. The federal government assigns them a dedicated SOC code (43-4171.00), reflecting their distinct occupational category.

Administrative assistants are primarily internal-facing. They support one or more executives by handling scheduling, document preparation, research, expense reports, and complex organizational tasks. While they may answer phones, their core work supports company operations behind the scenes rather than managing public-facing interactions.

| Aspect | Receptionist | Administrative Assistant | |--------|--------------|---------------------------| | Primary focus | Inbound communication & visitor management | Executive support & operational tasks | | Customer contact | High (phone, in-person, email) | Low (internal team members mainly) | | Decision-making scope | Routing & basic qualification | Research, scheduling, budget tracking |

In small businesses, these roles frequently overlap or combine into a single "front office" hire. A solo receptionist may also schedule appointments for the owner, manage files, and handle vendor communication. This hybrid approach saves payroll costs but demands broader skill sets from the person hired.

When posting a job or evaluating staffing needs, clarify which responsibilities matter most. If your business relies on steady phone intake and visitor flow, a dedicated receptionist is the right fit. If you need someone to deeply support management, hire an administrative assistant. If resources are tight, define the hybrid role clearly so candidates know what they're signing up for.

How to Hire a Receptionist: Where to Post and What to Look For

Posting your job on the right platforms will get you qualified candidates fast. Major job boards actively used for receptionist roles include Indeed, LinkedIn, ZipRecruiter, Glassdoor, and Robert Half. Each platform offers free or premium posting options; LinkedIn and Indeed see the heaviest traffic for administrative roles.

Writing your job description is critical. Use Monster's receptionist job description template as your starting point — it covers structure, required duties, and qualifications in clear language. Customize it with your specific needs: hours, industry focus, and tools your team uses daily.

Screen for three core competencies:

• Phone manner. Listen during the interview. Can they speak clearly, stay calm under pressure, and handle interruptions? This is non-negotiable.
• Scheduling software proficiency. Ask about hands-on experience with Google Calendar, Outlook, or industry-specific CRM platforms. The ability to learn new tools matters more than mastery of one specific system.
• Call volume capacity. Discuss your average peak hours and incoming call volume. A receptionist who handled 50+ calls daily at a medical office can manage a busy contractor office; someone from a quieter environment may struggle.

Not ready for a full-time hire? Robert Half offers temporary and freelance receptionist staffing, letting you test the role or cover seasonal demand before committing to permanent payroll.

Post on 2–3 platforms simultaneously, set applications to close after 14 days, and schedule phone screens within 48 hours of receiving qualified submissions.

Ready to Cover Your Phones Without Hiring?

If hiring a full-time receptionist doesn't make sense for your trade business, there's a faster alternative.

Onexe is an AI voice receptionist built for HVAC, plumbing, roofing, electrical, and other home-services contractors. It answers inbound calls, qualifies leads, books appointments, and sends quotes — all while you're on the job. No hiring. No payroll. No sick days. You activate it the same day.

According to the Bureau of Labor Statistics, the median receptionist salary runs $33,470 annually, plus benefits and training time. Onexe eliminates that fixed cost entirely — you pay only for calls answered and appointments booked.

Your phone rings. Onexe picks up, qualifies the caller, schedules them in your calendar, and sends a quote if needed. The lead lands directly in your system. No voicemail tag-back. No missed opportunities.

See how Onexe works for contractors and get your AI receptionist live today.

Frequently asked questions

What is the main job of a receptionist?

A receptionist's primary job is to be the first point of contact for an organization — answering phones, greeting visitors, routing calls and messages, and scheduling appointments. Depending on the employer, they may also handle data entry, manage office supplies, and provide basic administrative support. According to the BLS, the role spans virtually every industry sector.

How much does a receptionist make per hour in the US?

Pay ranges from roughly $14 to $38 per hour depending on location, industry, and experience. The Bureau of Labor Statistics reports a median annual wage of $33,470 — about $16.09/hour. Entry-level roles in mid-sized metros typically start at $15–$18/hr, while legal and medical receptionists in major cities can earn significantly more.

What qualifications do you need to be a receptionist?

Most receptionist roles require a high school diploma and basic computer skills. Employers typically look for strong phone etiquette, proficiency with scheduling software or CRM tools, and the ability to multitask under pressure. Specialized industries like medical or legal offices may require additional training, certifications, or familiarity with practice management software.

What is the difference between a receptionist and a secretary?

A receptionist focuses on front-desk, customer-facing duties — answering calls, greeting visitors, and managing incoming inquiries. A secretary (or administrative assistant) typically works behind the scenes supporting executives with correspondence, scheduling, research, and document preparation. In small businesses, one person often handles both roles simultaneously under a hybrid job title.

Is being a receptionist a good job?

It depends on the person and environment. Receptionists gain broad exposure to business operations and customer communication. The BLS projects steady demand for the role nationwide. Pay is modest at entry level, but experienced receptionists in specialized industries like healthcare or law can earn significantly more, and the role often serves as a stepping stone to broader administrative careers.

What is a virtual receptionist?

A virtual receptionist handles the same call-answering and scheduling tasks as an in-house receptionist but works remotely. Some virtual receptionists are human workers employed through a staffing agency, billing by the hour or by call volume. Others are AI-powered systems that answer calls, capture lead information, qualify callers, and book appointments automatically without human involvement.

How many receptionists are employed in the US?

The Bureau of Labor Statistics tracks receptionists under SOC code 43-4171 (Receptionists and Information Clerks). The occupation employs over one million workers across the US, making it one of the most common administrative support roles in the economy. Employment is concentrated in healthcare, legal services, and trade and home-service industries.

What software do receptionists typically use?

Common tools include phone systems (VoIP platforms, multi-line switchboards), scheduling software (Google Calendar, Microsoft Outlook, or industry-specific tools), CRM platforms for logging contacts, and general office suites. In medical or legal settings, specialized practice management software is standard. Trade businesses often use field-service management platforms that integrate scheduling and job dispatch.