Front desk work is judged on first impressions and follow-through. Before candidates reach you, we look at how they sound on the phone, how clearly they write, and how carefully they take a message.
Can they greet callers, route calls, book appointments, and keep the inbox moving through a full day without someone checking in?
Phone systems such as RingCentral, Dialpad, or Zoom Phone, plus Google Workspace or Microsoft 365, your scheduling tool, and your CRM.
A warm, professional phone manner, clear written replies, and messages that include the name, number, reason, and urgency every time.
They greet, route, book, and answer routine questions. Pricing exceptions, complaints, and anything legal or medical go to your team.
You set the priorities, the working hours, and the access. We handle recruiting, vetting, and the employment side, so one dedicated assistant can own the work from the first week.
You set the greeting, the routing rules, who can be booked and when, and which calls should reach you right away. Your receptionist works inside those rules and brings anything unusual to you.
The same person answers your calls, works the shared inbox and chat, keeps the calendar current, and logs each conversation in your CRM, so callers and visitors deal with someone who already knows your business.
Stellar Staff screens for clear spoken English, a warm phone manner, and careful message taking, then manages payroll, HR, and support after the placement. The search takes 5 to 10 business days.
Agree on how calls and visits should be handled, which appointments the receptionist can book, which hours are covered, and what needs your attention. These decisions make front desk responsibilities clear.
A good day means the inbox is cleared, messages are logged with the details, voicemails are returned, and the calendar matches what callers were told.
Greeting, routing, booking, rescheduling, and answering routine questions go ahead without asking. Discounts, billing questions, and exceptions to your booking rules come to you.
Overnight voicemail is returned each morning, the inbox and chat are worked throughout the day, and a short end-of-day note lists anything still open.
Upset customers, urgent requests, and anything legal, medical, or safety related are passed to the person you name, with the full message attached.
During the first month, your receptionist learns your services and routing rules, takes over routine calls and messages, and becomes responsible for the front desk from the first call through follow-up.
Your phone system, calendar rules, team directory, and the questions callers and visitors ask most often.
Calls, the shared inbox, chat, and booking move off your team, and messages are logged in one place instead of on sticky notes.
Voicemail is cleared each morning, the calendar stays accurate, and caller history is in the CRM before anyone needs it.
Your receptionist answers with your business name and the greeting you approve, finds out what the caller needs, and either puts the call through to the right person or handles it directly. Routine questions about hours, location, services, and next steps are answered from the notes you provide. Because one remote receptionist works your line every day, callers start to hear a familiar voice.
Front desk work includes more than answering the phone. The same person who answers your calls also works the info@ inbox, the contact form, and the chat widget on your website, so a question asked by email gets the same answer as one asked by phone. Anything that needs a specialist is forwarded with the thread attached.
Your receptionist books, moves, and cancels appointments in the scheduling tool you already use, following your rules for appointment types, buffer time, and who can be booked when. Confirmation emails or texts go out after each booking, and conflicts are flagged before they reach your team.
A remote receptionist cannot open the door, but much of front desk coordination happens before anyone arrives. Your receptionist confirms visits, sends directions and check-in instructions, tells the right person who is coming, and handles deliveries and service appointments by phone, video call, or message. If your office has a video intercom or a lobby tablet, visitors can be greeted through it.
Every message includes the caller's name, company, phone number, reason for calling, urgency, and what they were told. It goes to the right person by email, Slack, Teams, or your CRM, depending on how your team works, so nobody has to call back just to find out what the call was about.
One full-time receptionist works a set schedule, so calls after hours still go to voicemail. What changes is the next morning. Your receptionist listens to every overnight message, logs it, returns the calls that can be handled at the front desk, and passes the rest to the right person early in the day.
Each call, chat, and visit is noted on the contact record in your CRM or practice software: who reached out, what they needed, and what happens next. When a customer calls back a week later, whoever picks up can see the history instead of asking the same questions again.
Stellar Staff places one dedicated virtual receptionist who works 160 hours a month on your schedule. That suits a business that wants one person to own the virtual front desk during the workday. It is not 24/7 coverage. If you need live answering overnight, on weekends, and on holidays, an answering service is the better fit. For outbound calling and higher call volume, see our call center virtual assistant page. If most of your volume is email and tickets, a customer service virtual assistant is better suited. Typical pricing is covered in our virtual receptionist cost guide.
The difference is not a friendlier greeting. It is whether one person owns the front desk or it gets covered by whoever happens to be free.
