How does the receptionist influence the office culture?

Example: “As a receptionist, I’m the first person people meet when they enter an office. It is important
that I understand and represent the company’s values and culture in every interaction. Maintaining a
positive attitude is key to welcoming the members of my team when they arrive in the morning. It
creates a positive environment and inclusive company culture.”

2. Do you have experience managing customer complaints?

Example: “I once managed a customer who came to the reception desk shouting. I remained calm while
I listened to his concerns and maintained an even tone when responding to avoid escalating the issue.
He was demanding to speak to an executive who was unavailable at the time. I asked him to leave his
details and assured him they would call him back. He obliged, and I notified the executive, who followed
up on the issue. Remaining calm and polite in these situations is key to providing good customer
service.”

3. How would you respond to a caller who asks to speak to someone unavailable?

Example: “If a customer called looking for someone who was unavailable, I would provide them with
options. Either I could take their details and notify the person they’re trying to reach and request they
call them back. Or, I would advise a time for them to call back when the person they’re trying to reach is
likely to be available. If they’re calling to contact someone whose schedule I manage, I would schedule a
time during an open slot to return their call.”

4. How do you prioritize tasks as you manage office workflows?

Example: “I understand that multitasking is part of a receptionist’s job. For example, I may be on call and
need to sign to receive a delivery at the same time. However, I always prioritize the needs of the
customers and give them my full attention.”

5. What type of software do you have experience using?

Example: “My experience as a receptionist has made me proficient with the Microsoft Office suite. I can
also use Google applications like Google Docs and Sheets, calendaring software and several instant
message platforms like Slack.”

6. How many employees did your last office have?

Example: “I started working in an office space of 10 employees, and it was certainly easier to manage
the responsibilities and work relations. After that, I started at my last job which had 50 employees in the
office. It was a bit challenging at first, but I enjoy working with an extensive and diverse team. I’m now
comfortable working in both small and large work environments.”

7. How do you coordinate group meetings?

Example: “Once the meeting comes up on the schedule, I’ll send out a group notification for the meeting
details. I’ll distribute the memo or send an email. I then ensure everything at the venue is functional
such as the internet connection and screen mirroring. I also communicate any adjustments to the
meeting details as needed.”
8. How do you stay productive during slow periods?

Example: “Whenever I have downtime, I check on tasks like emails I’ve flagged as low priority. I’ll also
assess the tasks ahead and schedule early delivery if possible. I also rearrange appointments and
improve the filing system. I love cleaning and maintaining an organized work environment. So if I have a
lot of downtime, I reorganize the storage closet and check on the office stationery stock.”

9. How would you respond to a client if you didn’t know the answer to their question?

Example: “When I don’t have the answer to a client’s question, I’ll ask that they wait as I seek an answer
from someone on my team. If I expect the response to take some time, I offer to call them instead of
asking them to wait. Depending on the complexity of the response, I relay the message myself or ask my
colleague to speak with the client directly to provide a detailed answer.”

10. Do you have experience using a multiple-line phone system?

Example: “Yes, I have experience using a phone system with four separate lines at my previous job. I’m
very organized and can keep a running mental priority list of which call is next in the queue.” Or, “No,
I’ve not used a multiple-line phone system before. However, I’m a very fast learner and have excellent
multitasking skills, so I’m confident I could learn quickly.”

11. What qualities does a receptionist need?

Example: “A receptionist needs good organizational skills, making them highly resourceful to their
coworkers and the business in general. It is also important to have a positive and friendly attitude at all
times to create a positive and welcoming culture in the business.”

12. How is your typing speed and attention to detail?

Example: “I’m a fast typist thanks to lessons I took in high school. My average typing speed is 80 words
per minute without significant typos. However, I always proofread my work to ensure there are no
errors.”

13. How do you manage confidential information?

Example: “I’m always sensitive when dealing with private information. For example, I never share
information without authorization. I’m always aware of my environment, especially when making
sensitive calls. Also, I take cybersecurity measures seriously by securing my devices with strong
passwords and two-step verification.”

How do you manage your workload when it’s really busy?

“During my last semester, I was managing five courses, and three of them had final exams scheduled
over the same two days. I also had assignments due during that time, so I had to prioritize and be
extremely organized. I set out a work schedule ahead of time so that I could ensure all my time was
being used effectively.”
2. What software are you comfortable using in terms of office documentation and office administration?

“I have experience using the full Microsoft Office suite, including Access, and I also have experience with
some specialized software like Outlook and Google Drive.”

3. What do you think is the most essential quality for a receptionist to have?

“A great receptionist has excellent organizational skills, is a valuable resource that employees can count
on, and has a positive and friendly attitude at all times. A receptionist is the first face of the company
that many clients will see, so it’s vital to make a great first impression.”

4. Do you have experience with multi-line phone lines?

“I haven’t had the opportunity to operate multiple phone lines, but I am confident I would catch on
pretty quickly. I’m very willing to take training in advance of my start date if I am selected for the
position.”

5. What’s your typing speed and error rating?

“I haven’t assessed my typing speed recently, but I’d be happy to take an online assessment and send
you the results after our interview. I believe my typing skills are very strong since I’ve typed up countless
academic assignments. I’m also very detail-oriented and ensure my work is always carefully proofread
and edited.”

6. Have you applied for any other job opportunities?

“Yes, since I’m currently not employed, I am actively pursuing a few different opportunities. However, a
position with your company is my number one choice based on your corporate values and the diversity
that this role offers.”

7. Tell me about a situation where you had to handle a difficult customer.

“In my part-time retail job, I had a customer who was disappointed in the color options and became very
loud and aggressive. I maintained a calm voice so as not to escalate the conflict, and I politely explained
that we would notify him as soon as new inventory arrived. He calmed down and left satisfied.”

8. How do you or would you manage confidential information?

“I would make sure that confidential information couldn’t be easily seen by visitors on my desk. I would
not give out personal or private information to anyone unless the individual has authorized it in
advance. If the person requesting the information were insistent, I would try to verify that they’re
authorized to receive it, but without that confirmation, I would not give it out.”

9. How do you keep yourself organized?

“I am naturally a very organized person. I have certain systems like my calendar for making sure I’m
always on-time for commitments, and lists to make sure that I get everything done each day. I love
keeping documents separate so that files are always handy and never get mixed up.”

10. What sets you apart from other candidates that we’re interviewing for this position?
“If you select me for this position, I would wow you with my organizational skills and the amount of
work I can handle. I love putting out fires and solving problems for people, and I think that would make
me a great receptionist.”

1. Why should we hire you?

From my own research, your company is looking for someone with managerial experience and excellent
interpersonal skills. My experience aligns well with that and ensures I am the ideal fit.