Front Office & Administration Coordinator – Hamburg

About the role

We are looking for a structured, independent professional to act as the first point of contact for clients, partners and suppliers in our Hamburg office. The role combines front‑office reception duties with broader administrative responsibilities to keep the site running smoothly.

Key responsibilities

• Welcome and assist visitors, handling reception and access control.
• Answer incoming calls, manage emails and operate the central mailroom.
• Organise meeting rooms, events and catering for clients and partners.
• Order and monitor office supplies, consumables and the company car pool.
• Process invoices using the BASWARE system, follow up on reminders and maintain supplier data.
• Supervise office service providers (cleaning, coffee machines) and liaise with the landlord on caretaker duties.
• Create, prepare and maintain digital documents.
• Report directly to the Head of Central Services and Industrial Safety QEHS.

Required profile

• Minimum 3 years of experience in a service‑oriented role, preferably reception.
• Strong customer focus with excellent communication skills in English and German.
• Trustworthy, open, reliable and able to work independently.
• Structured approach to tasks and ability to handle multiple responsibilities.
• Class B driving licence is an advantage.

Required skills

• Good knowledge of MS Office.
• Proficiency with Google Workspace.
• Experience using the BASWARE invoicing system.