Job Description

Department

We are seeking a committed, personable and dedicated

Receptionist

& Office Coordinator

to join our front desk team, consisting of two permanent employees. As the face of the company, you will ensure smooth reception operations and take charge of a wide range of organizational, administrative, and facility-related tasks. The role is part-time, with working hours primarily from Tuesday to Thursday, requiring flexibility for occasional coverage on Mondays, Fridays, and during team holidays--approximately five weeks per year. You will play a key role in both guest management and maintaining an efficient, well-presented workspace, stepping into facility duties especially during absence periods.

Position & Requirements

Reception & Visitor Management

Warmly welcome and assist guests to a 5-star service standard, including registration/deregistration and incoming goods inspection Provide beverage service and ensure guest comfort Maintain the reception area and ensure the overall presentability of business premises (flowers, cleanliness, etc.) Professionally handle the company's main phone line, answer and forward calls, relay messages Manage and monitor employee requests around guest visits and facility matters Handle incoming and outgoing mail including franking, registered items, and documentation as well as courier logistics, e.g. DHL, bike courier Support onboarding processes for new employees Manage employee and visitor access incl. badge issuance, maintain access systems and documentation Manage reception calendar (Microsoft 365) and update Teams channels and memos

Office Management & Coordination

Organize client lunches, internal catering, and assist in setting up and supporting internal events - which can include service of participants at times Ensure presentability overall presentability of business premises (including flowers and tidiness) from a reception perspective Coordinate external service providers (cleaning, maintenance, etc.) Coordinate office supply orders incl. beverages, fruit, flowers, etc. and monitor and control respective deliveries Manage garage parking spaces and access authorizations

Further activities and tasks

Assistance with business travel expense control and reporting Participate in safety and evacuation trainings and oversee garage access authorizations Preparation of selected facility and reception related communication measures Oversee archive organization and file management Continuously optimize the sustainability profile for front-desk activities Support minor repairs and maintenance (optional, not required)

Candidate Profile

Completed Commercial training or equivalent experience Proven track record in a similar role or sole-responsible position Experience in hospitality or gastronomy are a strong asset High service orientation, ability to stay composed under pressure, resilient, discretion, and professional demeanour Highly organized, proactive, and technically competent Proficiency in German and English; French language skills are advantageous Strong command of MS Office (Outlook, Teams, Planner, Excel, etc.) Excellent communication and interpersonal skills Independent, reliable, and discreet work style Flexible attitude toward vacation/sick leave coverage Team-focused and solution-oriented personality
All applications will be treated with the utmost confidentiality. An assessment and integrity test may be used in the selection procedure.


Robeco Recruiting Team