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Strategy
They say it only takes a few seconds to form a first impression of someone… and that impression can stay with us forever. That’s why this week we want to highlight the work of Bergner’s reception and office coordination teams, who, with professionalism and warmth, represent the first image of our company to everyone who visits us.
Their role goes far beyond answering calls or greeting guests: they organize meetings, manage travel, coordinate deliveries… and above all, they ensure that every day starts with order, professionalism, and a smile.
Elena Périz (Zaragoza, Spain)
How many trips do you manage per month (flights, hotels, travel arrangements), and how do you combine them with your other responsibilities at reception?
In March, I handled 28 flights (not including changes), 58 train journeys, 32 hotel bookings, and a few rental car reservations. I organize all of this throughout the day while also greeting visitors, coordinating meeting rooms, and providing general administrative support.
How many visitors does the Zaragoza office typically receive each month? What countries do they usually come from?
We receive an average of 30 visitors per month from many different countries and nationalities—Hong Kong, South Africa, Indonesia, Spain, Pakistan... It’s one of the most interesting parts of the job, as each day could bring a conversation with someone from the other side of the world.
Shivani Patel (India)
How many interactions do you manage per day at reception (visits, calls, messaging, administrative support)?
We get about 3 to 5 calls per day and around 2 visitors, usually related to accommodation or travel agencies.
On the administrative side, I take care of guests, order food, manage office supplies, arrange director meetings, and look after staff welfare, among other tasks.
What internal processes depend on your daily coordination, and how do you contribute to the smooth running of the office?
Since my position covers both HR and Administration, my first responsibility is to take care of the office, our clients, and our employees. To ensure smooth operations, I interact with staff and guests, meet their basic needs, and deal with our vendor, negotiating better rates to stay within budget.
Apple Chan & Jacky Huang (China)
How important is it for you to welcome visitors to the office? What impression do you try to convey from the front desk?
It is very important to welcome visitors when they arrive at our office. It’s like a hotel reception—you can see and feel the experience.
How many visitors, meetings, suppliers, or deliveries do you usually handle in a typical week? How do you coordinate on your busiest days?
It’s hard to give an exact number, sometimes more, sometimes less, but we always offer a warm welcome to all visitors. Being busy is our everyday reality. If we’re extremely busy, we can rely on help from other colleagues. The entire Bergner Guangzhou team works together as one.
