Reception & Office Administrator

About the role

The Reception & Office Administrator ensures smooth front‑office operations and provides administrative support to executive management, serving international visitors, guests and partners at Viking's Basel office.

Key responsibilities

• Supervise the entire front office area and greet international visitors, guests, candidates and partners.
• Answer, screen and forward incoming phone calls and manage daily incoming and outgoing mail.
• Order office supplies, maintain inventory, and manage service points.
• Organise meeting rooms, support F&B orders and meal setups for meetings.
• Manage deliveries, external craftsmen and provide administrative support to the HR department.
• Perform clerical duties such as filing, photocopying and transcribing for executive management.
• Ensure public areas, including kitchens, are tidy and well‑maintained.
• Arrange travel and accommodation (flights, rental cars, trains, hotels) with preferred partners.

Required profile

• Minimum 2 years professional experience in a similar reception or office administration role.
• Fluency in English and German (written and verbal).
• Very good computer knowledge, especially MS Office.
• Ability to work independently, service‑oriented and guest‑focused.
• Positive personality, organized, neat appearance and a team player.

Required skills

• MS Office