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Front Office Coordinator / Guest Service Agent

Helsing· Core Operations
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MunichFull-timePosted 1mo ago

About the role

Front Office Coordinator / Guest Service Agent based in Munich, serving as the first point of contact for visitors and ensuring smooth office operations within the Workplace team.

Responsibilities

  • Welcome and host visitors, customers and candidates, handling check-in, registration and visitor badges so every guest is signed in, briefed and looked after within minutes of arrival
  • Coordinate meeting rooms, calendars and hospitality for interviews, customer visits and leadership sessions, resolving clashes before they reach the diary
  • Run the reception area as the front door of the site, keeping access procedures, sign-in records and security passes accurate and audit-ready
  • Manage incoming and outgoing post, couriers and deliveries, routing confidential and time-sensitive items to the right team the same day
  • Administer the company vehicle fleet, from bookings and servicing to documentation, so cars are available, compliant and roadworthy when colleagues need them

Qualifications

  • Relevant experience in a front-of-house, hospitality, or reception role, with a passion for welcoming and hosting visitors
  • Strong organisational skills and the ability to manage competing priorities calmly, from room bookings to deliveries, without losing sight of the details
  • High degree of discretion and integrity when dealing with confidential information and managing building/access procedures
  • A proactive mindset and high accountability, coupled with the ability to quickly adapt to new tools, systems, and processes
  • Fluency in both German and English (written and spoken), and professional communication skills across all channels (in person, phone, email)

Skills

Required:Guest/visitor managementMeeting room coordinationAccess control and security proceduresPost and deliveries handling
Nice to have:Fleet administration

Benefits

  • Competitive salary
  • 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: regularly company events and monthly social allowances
  • Enhanced parental leave: 22 weeks fully paid for primary caregivers & 6 weeks for secondary caregivers
  • Family support: 5 days of paid family emergency leave, 100% remote work option during pregnancy and phased return to work
Last updated Oct 20, 2026. Interested? Apply on the company site.

About Helsing

Helsing | Artificial intelligence to protect our democracies

AI for electronic warfareAI-enabled precision mass and autonomous systemsAutonomous air dominanceMass defence manufacturingRecce strike softwareUnderwater autonomous massliquid-ai-recruiting-target
Company profileWebsite

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