Receptionist

The reception is operated during weekdays from 6am to 6pm by Receptionist(s) and from 6pm to 6am by Security Guard. During weekend and statutory holidays the reception is not operating but there is a Security Guard for 24 hours a day.

Reception duties comply with clients’ standards and policies and can be divided into 4 main categories:
1/ Visitor´s related tasks and agenda
2/ Suppliers related tasks and agenda
3/ Local clients’ employees support
4/ Postal and logistics related task and agenda

Visitor’s ´related tasks and agenda:
1. Checking Visitors Calendar

• All visitors should be registered in the shared visitors ´calendar by the inviting person
• The receptionist checks the calendar on daily bases to keep track of planned visits

2. Greeting visitors

• All visitors are greeted in polite and friendly manner by the receptionist
• The visitors are asked about their name, the purpose of their visit and their clients’ contact person
• The receptionist calls the contact person to inform him/her about visitors arrival and asks him/her to personally pick up the visitor at the reception area

3. Performing security check

• The security check prevents unauthorized or suspicious person to enter the building and must be done before letting visitor into the building
• All visitors are asked to provide their ID card to verify their identity
• All visitors are screened in „Visual compliance “system by the receptionist. The outcome of visual compliance screening is forwarded to Export control department
• Groups of visitors are screened in advance (based on records in Visitors´ calendar) and their identity is checked on their arrival

4. Keeping records of visitors

• The receptionist fills up visitors personal information and arrival time into the Guestbook and asks the visitor to confirm the personal details by the signature

5. Instructing about HSE rules

• All visitors are instructed about basic HSE rules in the building
• They are offered HSE leaflet
• All visitors are asked to make a record into HSE introduction logbook to confirm they were acquainted with HSE rules

6. Issuing visitors´ ID badge

• ID badge is provided to the visitor:

Escort Required ID badge to all visitors (customers, training participants, excursions, job seekers, language teachers, etc. but also employees of other clients’ Companies worldwide if the Authorized Access badge was not priory requested)
Authorized Access ID badge for employees of other clients’ Companies worldwide

• The receptionist makes sure the inviting person is present at the reception and accompanies the visitor into the building

7. Farewell with the visitor

• The receptionist collects ID badge from the visitor at the departure and makes a record to the Guestbook about the time of the departure

8. Arranging taxi´s for visitors upon request

Supplier’s ´related tasks and agenda:
1. Checking Suppliers Calendar

• All suppliers should be registered in the shared suppliers´ calendar by the inviting person
• The receptionist checks the calendar on daily bases to keep track of planned suppliers

2. Performing security check

• All suppliers are asked to provide their ID card to verify their identity
• All suppliers are screened in „Visual compliance” system by the receptionist. The outcome of visual compliance screening is forwarded to Export control department
• Suppliers who come to clients’ premises on regular basis are screened annually and the list of pre-screened suppliers is kept at the reception

3. Keeping records of visitors

• The receptionist fills up suppliers personal information and arrival time into the Guestbook and asks the supplier to confirm the personal details by the signature
• Suppliers who come to clients’ premises on regular basis and are equipped with permanent ID badge also have to register to the Guestbook

4. Instructing about HSE rules

• All suppliers are instructed about HSE rules in the building by the receptionist and are offered HSE leaflet
• All suppliers are asked to make a record into HSE introduction logbook to confirm they were acquainted with basic HSE rules
• Suppliers who come to clients’ premises on regular basis are instructed about HSE rules annually and the list of already instructed suppliers is kept at the reception
• The receptionist calls the contact person to inform him/her about suppliers´ arrival and asks him/her to personally pick up the supplier at the reception area and fill up safety declaration form with the supplier

5. Issuing suppliers´ ID badge

• Identification badge is provided to the supplier
• The receptionist collects the ID badge from the supplier at the departure and makes a record to the Guestbook about the time of the departure

Local Clients’ employees support:
1. Connecting phone calls
2. Fleet car management – passes company car keys based on the record in company cars shared calendar, fills up Handover Logbook and checks validity of the driver’s license
3. Photo badge printing – the receptionist prints new photo badges for the employees, hands out ID badge covers and strings
4. Garage access permits – the receptionist cooperates with IT department on creating new permits to the garage parking
5. Support to the language teachers – storing CD players, handing over CD players over the teacher´s signature
6. Reception serves as fire and injury registration office. The receptionist is instructed and follows the rules of crisis management

Postal and logistics related task and agenda:
1. Incoming mail receiving, evidence, sorting and passing over to the recipients
2. Out-coming mail collecting, evidence, filling up forms for bulk mail and passing the mail over to the postal service company
3. Internal post management – the receptionist collects mail and packages for internal transportation between the buildings , fills up transfer protocol and hands out internal post to the transport company
4. Proxy to the logistic department – accepting packages from carriers, handing over packages for dispatch to carriers
5. Releasing packages from the logistic warehouse to the employees during the absence of the logistic team members

Secondary with school-leaving examination

English - Upper intermediate (B2)

• 1 year experience working in a similar position or
• At least 2 years experience working in a Customer facing environment
• Advanced in English