Receptionist - Greeting Visitors
Introduction: Receiving and directing visitors is one of the three most important jobs of the reception. (Phone & mail are the other two.) You must always be courteous, polite, and helpful to all visitors who come to your desk.
- Location
This is the reception desk for Purchasing Services, suite 560. Unfortunately, because of its location, many visitors mistake this desk for the main reception for the entire fifth and sixth floors. There is no such desk. It is your job to direct visitors to other departments as best you can. Learn the locations of the following room/suite numbers: 500, 510, 531 CCO and CDTL; 564 -- conference room north end of building; 538 -- conference room near Payroll; 545 -- Payroll around the corner to the right of the front desk (Note: many international students and scholars go to Payroll for processing of their visas.); 543 and 544 -- computer training rooms on the way to Payroll.
- Receiving for other areas
You are presented with a difficult and sometimes annoying situation. Many people will come to you expecting that you will receive them even though they are looking to meet with someone from another department. Technically, it isn't your responsibility to assist them, but part of providing quality customer service dictates that you do your best to do so. If you know the location of the person the individual is seeking, give directions. You may also direct the visitor to the campus phone located by the Purchasing kiosk. Sometimes you might have to call the person to let them know that their appointment is here -- this is a favor you are doing for the other departments. If you have the time, try to find the person in the online directory to get an idea what department the visitor should be directed to. Remember that people coming to your desk looking for people in other departments have no idea that you are Purchasing Services only. They still need your help.
- Appointments
Vendors must be announced. Due to the confidential information in the Buyer's Offices, vendors are not allowed to wander back to see the buyer. Most vendors will make an appointment with the buyer they want to see. When the vendor arrives, notify the buyer by calling and telling them who is there to see them. If there is no answer, walk back to the buyer's office and tell them who is there. The buyer will either tell you to send them back, or will come to the lobby to greet the vendor themselves. Buyers try to make time for any departmental representatives that arrive. These people may be directed back to the buyer's office.
Last Revised: October 30, 2001
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