Hybrid Reception & Office Coordinator (40–50%) bei Robeco

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

Robeco Recruiting Team