About this role
Keeping a busy defence technology site calm and secure requires someone who can seamlessly manage the daily flow of guests, deliveries, and administrative details. Helsing is looking for a Front Office Coordinator to act as the primary point of contact for visitors while ensuring the Munich office runs efficiently behind the scenes. Operating within the Workplace team, this person will own the reception area, coordinate meeting logistics, and manage the company vehicle fleet to support everyday operations.
Candidates who succeed in this position are organized, discrete, and able to balance competing priorities without losing track of details. Someone who takes genuine ownership of the visitor experience and enjoys maintaining order in a fast-paced environment will find a natural home in this team.
What you will do
- Welcome and host visitors, customers, and candidates by handling check-in, registration, and visitor badges promptly.
- Coordinate meeting rooms, calendars, and hospitality for interviews, customer visits, and leadership sessions.
- Run the reception area as the main front door while keeping access procedures and security passes accurate and audit-ready.
- Manage incoming and outgoing post, couriers, and deliveries by routing sensitive items to the correct teams on the same day.
- Administer the company vehicle fleet from bookings and servicing to documentation to ensure cars remain roadworthy.
What you need
- Have prior experience welcoming and looking after guests in a reception, hospitality, or front-of-house setting.
- Communicate clearly and warmly in fluent German and English, both in person, on the phone, and in writing.
- Organize competing priorities calmly, ranging from room bookings to deliveries, without losing track of details.
- Handle confidential information and security access procedures with strict discretion and care.
- Take full responsibility for work outcomes and quickly learn new systems and processes.
Nice to have
- Completed vocational training in a commercial field or hotel management, or equivalent practical grounding in hospitality.
- Familiarity with visitor management, access control, or fleet administration tools in a security-conscious environment.
Benefits
- Competitive salary and stock options (ESOP)
- Relocation support: up to €2,500 and 4 weeks temporary accommodation
- Learning: €500/£450 yearly allowance
- Health & wellness: gym membership and mental health support (Nilo.health)
- Social: regular company events and monthly social allowances
- Enhanced parental leave and family support options
Skills and tech stack
Questions candidates ask
What kind of benefits are included with this role?
Employees receive a competitive salary, stock options, and relocation support up to €2,500 with four weeks of temporary accommodation. Additional offerings include a yearly learning allowance, gym memberships, mental health support, and enhanced parental leave.
What will I be working on day-to-day?
You will host visitors, manage reception security and badges, coordinate meeting rooms and hospitality, and handle post and deliveries. The role also involves administering the company vehicle fleet to ensure cars are compliant and available for colleagues.
What qualifications are expected for this position?
Applicants should have previous front-of-house or hospitality experience and be able to communicate fluently in both German and English. You must also be capable of handling confidential information with care and organizing competing priorities calmly.