Hiring guide · Business & Office
How to Hire a Receptionist
Pay benchmarks, qualifications, sourcing, screening and interview questions for hiring receptionists, plus a plan to get them productive fast.
Write a clear job description, offer competitive pay (the national median is $38,010), recruit through community college business programs and career centers, verify Microsoft Office Specialist where applicable, run a structured interview with a practical skills check, and onboard with a 30-60-90 day plan.
Pay data: BLS OEWS, May 2025 · Outlook: BLS 2025–35 · Checked October 15, 2026
The hiring market for receptionists
There are about 947,500 receptionists employed in the U.S., with roughly 105,100 openings each year. Employment is projected to change -1.7% from 2025–35 (a projected decline). Most openings come from replacing workers who retire or change careers, so a steady pipeline matters.
Pay benchmarks for offers
| Candidate level | Annual | Hourly* |
|---|---|---|
| Entry level (10th–25th percentile) | $28,760–$33,960 | $13.83–$16.33 |
| Typical / mid-career (median) | $38,010 | $18.27 |
| Experienced (75th percentile) | $45,130 | $21.70 |
| Top of market (90th percentile) | $49,950 | $24.01 |
*Annual ÷ 2,080 hours except median. National BLS data; adjust for your state and metro area. Many states and cities now require pay ranges in job postings.
What to look for
Must-haves
- High school diploma or equivalent (typical entry level)
- Multi-line phone systems
- Friendliness
Nice-to-haves
- Microsoft Office Specialist
- Customer service certification
- Medical front office training
- Experience with multi-line phone systems
Where to find receptionists
- Community college business programs and career centers
- Professional associations (such as SHRM, PMI and state CPA societies)
- LinkedIn and niche job boards
- Internal promotion from front-line roles
- Job postings that use common alternate titles: Front Desk Receptionist, Front Office Assistant, Information Clerk, Front Desk Coordinator
Screening checklist
- A skills assessment (Excel, writing or role software)
- Credential verification (CPA, PMP, SHRM-CP, paralegal certificate)
- Reference checks focused on reliability and accuracy
- A structured interview with a short work sample
Follow federal, state and local rules on background checks, drug testing and fair-chance hiring, and apply screening consistently to all candidates for the role.
Interview questions to ask
Ask every candidate the same questions and score answers on a structured scorecard.
1. “How do you handle a rude caller?”
What a strong answer includes: Stay calm and professional.
2. “How do you manage a busy front desk?”
What a strong answer includes: Show prioritizing.
3. “What office software do you know?”
What a strong answer includes: Name tools.
4. “Why do you want this job?”
What a strong answer includes: Mention people and organization.
5. “How would you handle an unexpected visitor?”
What a strong answer includes: Follow procedures politely.
Practical skills checks
A short demonstration beats a perfect resume. Ask candidates to talk you through, or perform under supervision, tasks such as:
- Answer and Transfer a Business Call (see the steps)
- Check In a Visitor (see the steps)
- Take a Complete Phone Message (see the steps)
Red flags
- Can’t describe basic safety practices for the role
- Vague or inconsistent work history with no explanation
- Unfamiliar with core terms such as Multi-line phone, Call routing, Hold
- Negative talk about every past employer or coworker
Onboard for retention
The first 90 days decide whether a new hire stays. Use our Receptionist 30-60-90 day onboarding plan and give every new hire the same foundation with Receptionist training. Show them the path forward: Receptionist → Administrative Assistant → Office Coordinator → Office Manager.
Hiring receptionists: FAQ
How much should I pay a receptionist?
The U.S. median wage for receptionists is $38,010 per year ($18.27/hour), according to BLS May 2025 data. Entry-level offers often fall near the 25th percentile ($33,960), while experienced hires command closer to the 75th percentile ($45,130). Adjust for your local market.
What qualifications should a receptionist have?
BLS lists “high school diploma or equivalent” as the typical entry-level education. Look for Microsoft Office Specialist and Customer service certification where relevant, plus skills such as multi-line phone systems, scheduling software, and data entry.
How long does it take to train a new receptionist?
Becoming qualified typically takes 1–2 weeks on the job. After hire, plan for a structured 30-60-90 day onboarding period; BLS classifies on-the-job training for this occupation as “short-term on-the-job training.”