Receptionist jobs in Finland
Receptionists are responsible for the reception area of a business. They answer the phone, greet guests, pass information, respond to inquiries and instruct visitors. They are the first point of contact for clients and customers.
Receptionist - Which skills are essential?
Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.
Communicate transparent instructions. Ensure that messages are understood and followed correctly.
Processes and principles related to the customer, client, service user and to personal services; these may include procedures to evaluate customer's or service user's satisfaction.
Disseminate internal communications using the different communication channels that a company has at its disposal.
Welcome guests in a friendly manner in a certain place.
Maintain the required logbooks according to practice and in established formats.
Take care to organise and maintain the reception area to keep up appearances for incoming guests and visitors.
Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.
Accept, schedule and cancel appointments.
Adhere to organisational or department specific standards and guidelines. Understand the motives of the organisation and the common agreements and act accordingly.
Liaise via telephone by making and answering calls in a timely, professional and polite manner.
Possess the ability to work with the standard programs contained in Microsoft Office at a capable level. Create a document and do basic formatting, insert page breaks, create headers or footers, and insert graphics, create automatically generated tables of contents and merge form letters from a database of addresses (usually in Excel). Create auto-calculating spreadsheets, create images, and sort and filter data tables.
The set of rules that govern the activity of a company.
Receptionist - Which skills are useful but not essential?
Administer complaints and negative feedback from customers in order to address concerns and where applicable provide a quick service recovery.
Execute a booking of a place according to client's requirement in advance and issue all appropriate documents.
Create a filing system. Write a document catalogue. Label documents etc.
Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.
Handle petty cash for minor expenses and transactions required for the daily running of a business.
Create professionally written content describing products, applications, components, functions or services in compliance with legal requirements and internal or external standards.
The paperwork processes related to the administrative areas of an office environment. The activities or processes may include financial planning, record keeping and billing and managing the general logistics of an organisation.
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.
The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.
File and organise personal administration documents comprehensively.
Sort correspondence and attach previous records or files of correspondence with incoming mails.
Register guests and give them badges to access the business quarters.
Accept payments such as cash, credit cards and debit cards. Handle reimbursement in case of returns or administer vouchers and marketing instruments such as bonus cards or membership cards. Pay attention to safety and the protection of personal data.
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
Answer customers' questions about itineraries, rates and reservations in person, by mail, by e-mail and on the phone.
Distribute mail correspondence, newspapers, packages and private messages to customers.
Prepare the invoice of goods sold or services provided, containing individual prices, the total charge, and the terms. Complete order processing for orders received via telephone, fax and internet and calculate the customer’s final bill.
Enter information into a data storage and data retrieval system via processes such as scanning, manual keying or electronic data transfer in order to process large amounts of data.