Lead Receptionist

Job Description

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Receptionist/Administrative Coordinator

We are seeking a versatile and organized individual to join our team as a Receptionist/Administrative Coordinator. This role will serve as our organization's first point of contact, handling receptionist duties with integrity and efficiency. The successful candidate will also provide vital administrative support, including handling mail distribution, coordinating travel arrangements, organizing events, and assisting with various clerical tasks. The Receptionist/Administrative Coordinator will play a crucial role in ensuring the smooth operation of our office and providing outstanding service to internal and external stakeholders.

Responsibilities:

• Handle calls with integrity, directing callers to the appropriate parties and accurately recording messages when required.
• Provide callers with relevant information, including company address, directions, contact details, and other related inquiries.
• Greet and direct clients, suppliers, employees, and candidates efficiently and flexibly.
• Handle mail distribution, including sorting and forwarding.
• Coordinate travel arrangements, including flights, trains, hotels, and car rentals, ensuring all necessary documents are up to date.
• Coordinate ground transportation logistics for domestic and international travel, ensuring approvals are acquired.
• Handle the organization of food and beverages for various events, seminars, and trainings with external vendors as needed.
• Assist with entry/exit administration for temporary personnel, including forwarding agency confirmations and organizing access cards and badges.
• Support the training and development of commercial apprentices during their education at the reception.
• Facilitates parking reservations for customers, visitors, and employees through our mobile concept app, ensuring convenience and efficiency for all partners.
• Collaborating on special initiatives and projects, contributing to community engagement and corporate social responsibility efforts.
• Meets established processing times and follow-up actions in accordance with departmental standards (after-call work, order accuracy, etc.)

Requirements:

• A commercial diploma or similar qualification is preferred.
• 2-5 years of experience in a receptionist or similar position.
• Strong verbal and written communication skills in English and German.
• Customer-focused with a sense of urgency in handling tasks.
• Ability to work independently and collaboratively as part of a team.
• Flexibility and ability to work effectively under deadlines.
• Proficiency in MS Office applications.
• Strong organizational skills and ability to multitask.
• Outstanding interpersonal communication skills.

This job description outlines the primary responsibilities and qualifications for the Receptionist/Administrative Coordinator position. If you meet the requirements and are excited about joining the team, we encourage you to apply.