Review the evidence signals before interviewing. Then use the anchored descriptions—not instinct alone—to choose the score that best matches each answer.
01
Evaluation factor
Execution and reliability
35% weight
Check daily front desk load: calls fielded per day, visitor check-in systems (Envoy, SwipedOn), meeting room booking in Outlook or Google Calendar, courier and mail handling.
Evidence to listen for
Describes a workload they owned and how they kept it from slipping
Names the tools and systems they ran day to day
Can talk about volume: tickets, inboxes, orders, uptime
Nothing quietly falls through when they are busy
Five-point scoring guide
1
Poor
Cannot describe their own workload; things slip without them noticing.
2
Needs Improvement
Handles routine volume; drops work under pressure.
3
Satisfactory
Reliable on steady-state work; struggles when volume spikes.
4
Very Good
Consistently reliable at real volume with a system for staying on top.
5
Excellent
Names call volumes, booking tools used daily, and how they held a tidy desk through overlapping arrivals and deliveries.
02
Evaluation factor
Improving the process
25% weight
Probe changes they made to front-of-house routines: visitor badge workflow, a call-routing cheat sheet, supplier ordering trackers, or a shared inbox triage system.
Evidence to listen for
Has changed a process rather than only following one
Can name what was slow or error-prone and what they did about it
Documents so the improvement survives them
Knows when a process is worth automating and when it is not
Five-point scoring guide
1
Poor
Follows instructions only; no sense that process can change.
2
Needs Improvement
Notices problems but escalates rather than solving.
3
Satisfactory
Makes small improvements; impact is local and undocumented.
4
Very Good
Has redesigned a real process with measurable effect.
5
Excellent
Describes a specific reception process they rebuilt, with the friction it removed for staff, guests, or the office manager.
03
Evaluation factor
Judgement and autonomy
25% weight
Test decisions made alone at the desk: unannounced walk-ins, an angry caller, a candidate arriving for a cancelled interview, a fire alarm or unsigned NDA.
Evidence to listen for
Knows what to decide alone and what to escalate
Handles an exception without freezing or improvising recklessly
Protects confidentiality and access appropriately
Asks a clarifying question rather than guessing on something costly
Five-point scoring guide
1
Poor
Either escalates everything or acts recklessly on their own.
2
Needs Improvement
Needs frequent direction; uneasy with exceptions.
3
Satisfactory
Sound judgement on familiar decisions.
4
Very Good
Clear sense of their own authority; handles exceptions well.
5
Excellent
Shows clear thresholds for handling matters solo versus escalating, and protects confidentiality and building access without being obstructive.
04
Evaluation factor
Communication
15% weight
Assess tone across channels: phone greeting and hold etiquette, shared inbox replies, all-staff notices about deliveries or contractors, and handover notes at shift end.
Evidence to listen for
Writes clearly enough that people act without a follow-up
Manages expectations before a deadline slips, not after
Handles a frustrated colleague or customer calmly
Works across time zones or async where the role needs it
Five-point scoring guide
1
Poor
Unclear written communication; goes quiet when things slip.
2
Needs Improvement
Communication needs chasing; raises problems late.
3
Satisfactory
Clear enough day to day; proactive updates are inconsistent.
4
Very Good
Clear, proactive, and calm under pressure.
5
Excellent
Speaks warmly and precisely, writes short usable messages, and leaves handover notes colleagues can act on without asking questions.
Put this rubric to work
Score every candidate against the same standard
Add these weighted factors to Hirevire and let AI evaluate recorded answers against your rubric.
