Front Office & Workplace Coordinator

Helsing is a defence AI company. Our mission is to protect our democracies. We aim to achieve technological leadership, so that open societies can continue to make sovereign decisions and control their ethical standards.

As democracies, we believe we have a special responsibility to be thoughtful about the development and deployment of powerful technologies like AI. We take this responsibility seriously.

We are an ambitious and committed team of engineers, AI specialists and customer-facing programme managers. We are looking for mission-driven people to join our European teams – and apply their skills to solve the most complex and impactful problems. We embrace an open and transparent culture that welcomes healthy debates on the use of technology in defence, its benefits, and its ethical implications.

You will be the first person our visitors meet, and the person who keeps our office running from one day to the next. Working within the Workplace team, you will host guests, customers and candidates, manage visitor access and security passes, and make sure meetings begin on time and in the right room. You will look after post, deliveries and the company vehicle fleet, and support the wider team with the administrative work that keeps a busy site calm. It is a role with real ownership: the quality of a visitor's first hour at Helsing, and the smoothness of everyone else's working day, rests with you.

The day-to-day

• 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

You should apply if you

• Have welcomed and looked after guests in a reception, hospitality or front-of-house setting

• Communicate clearly and warmly in fluent German and English, in person, on the phone and in writing

• Organise competing priorities calmly, from room bookings to deliveries, without losing track of the detail

• Handle confidential information and access procedures with discretion and care

• Take responsibility for your work and pick up new systems and processes quickly

Note: We operate in an industry where women, as well as other minority groups, are systematically under-represented. We encourage you to apply even if you don’t meet all the listed qualifications; ability and impact cannot be summarised in a few bullet points.

• 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

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