Receptionist (f/m/d)

The Position

• Professional reception and visitor management, including welcoming guests, providing initial guidance, and ensuring appropriate announcements to relevant departments.
• Competent handling of communication channels, including answering, screening, and forwarding incoming emails and telephone calls in a courteous and service-oriented manner.
• Efficient processing of postal correspondence, including the receipt, sorting, and internal distribution of incoming mail, as weil as assistance with the preparation and dispatch of outgoing mail.
• Responsibility for general office supply management, including ordering supplies, inventory control, procurement coordination, and proper organization of materials.
• Administrative support in data and document management, including data entry, maintenance of staff directories, and updates to intranet content.
• Coordination and management of meeting room schedules, including booking oversight and logistical support for internal room reservations
• Substitution duties within the Reception and Visitor Centre ("Lighthouse"), ensuring continuity of service during staff absences.
• Administrative support to the Management Board Office, particularly in the preparation and execution of high-level committee meetings and Lighthouse-related events.
• Support for onboarding and training of student assistants, contributing to knowledge transfer and team integration.

Requirements

• Completed commercial training or equivalent (Kaufmännische Ausbildung).
• Professional experience in front-office work.
• Good administrative and customer service skills.
• Excellent written and verbal communication skills.
• Fluency in written and spoken English; good knowledge of German.
• Proficiency in Microsoft Office Suite.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Adaptability and flexibility to assist du ring company events.
• Able to contribute positively as part of a team, helping out with various tasks as required.

Our offer

• Become part of a vibrant international and multi-cultural team of scientists, engineers, technical and administrative staff.
• Be involved in cutting edge scientific and technical progress and participate in our international networks.
• Experience our atmosphere of tolerance and respect.
• Work-life balance & flexibility
• A family-friendly working environment (e.g. additional childcare days)
• Flexible working hours and options to work from home (depending on your role and tasks)
• 30 days of paid vacation, plus December 24th and 31st off (granted by the employer)
• Compensation & long-term security
• Transparent compensation aligned with public service organizations in Germany
• Salary range: min. 7/1 with 3,294.98€ - max. 7/6 with €4,045.24, the actual level is defined by the individual work experience, here is the link to the current valid tariff table
• Depending on the pay group, we offer an annual special payment of 75-95% of one month’s salary. For pay group 7, this amounts to 95%
• Partially funded public transportation Deutschlandticket
• Generous company pension scheme (6.45% of your monthly salary)
• Support from day one
• Extensive relocation benefits to help you settle in smoothly
• English as company language, enabling easy collaboration in our international environment
• Learning, wellbeing & community
• Extensive training opportunities, including subsidized English and German language courses
• Subsidized sports membership with access to over 7,000 sport clubs
• Monthly social events and company restaurant with employee discounts
• Free access to a professional mental health support platform

Working place will be Schenefeld, in the Hamburg metropolitan area. General information on working in Germany, the Hamburg area and the European XFEL can be found on our Career Page. Reference Number A-272 Duration This appointment is limited to 2 years.