About the Position

Front Office Coordinator / Guest Service Agent (m/w/d)

Munich

About Us

Helsing is a company in the field of defense AI. Our mission is to protect our democracies. We aim to be a technological leader so that open societies can continue to make sovereign decisions and determine their own ethical standards.

As democracies, we see it as our special responsibility to carefully examine the development and use of powerful technologies such as AI. We take this responsibility very seriously.

We are an ambitious and dedicated team of engineers, AI specialists, and customer-oriented program managers. We are looking for people who are passionate about our mission to strengthen our European teams - and to use their skills to solve the most complex and consequential problems. We maintain an open and transparent culture that expressly welcomes constructive debates about the use of technology in the defense sector, its benefits, and its ethical implications.

The Role

You are the first person our visitors meet, and the one who ensures that our office runs smoothly day after day. In the Workplace team, you will welcome guests, customers, and candidates, manage visitor access and security badges, and ensure that meetings start on time in the right room. You will take care of mail, deliveries, and the company's fleet and support the entire team with the administrative tasks that keep a busy site quiet and functional. It is a role with real responsibility: the quality of a visitor's first hour at Helsing and the smooth daily work of everyone else are in your hands.

Daily Tasks

Greet and assist visitors, customers, and candidates from check-in through registration to visitor badge, ensuring each guest is registered, oriented, and taken care of within minutes of arrival
Coordinate meeting rooms, calendars, and catering for interviews, client visits, and management rounds, and resolve scheduling conflicts before they become a problem
Manage the reception area as the first point of access to the office, maintaining access processes, registration logs, and security badges correctly and ready for inspection at all times
Manage incoming and outgoing mail, courier services, and deliveries, forwarding confidential and time-critical shipments to the correct team on the same day
Administer the company's fleet from bookings to maintenance to documentation, ensuring vehicles are available, compliant, and roadworthy when colleagues need them

You Should Apply If

You have relevant experience in reception, front-of-house, or hospitality, and a genuine pleasure in warmly and professionally attending to guests
You have strong organizational skills and the ability to maintain calm and attention to detail even when juggling multiple priorities - from room bookings to deliveries
You have a high degree of discretion and integrity in handling confidential data and in dealing with building regulations and access processes
You have a proactive mindset and a strong sense of responsibility, combined with a quick grasp of new tools, systems, and processes
You have fluent written and spoken German and English skills, and professional, confident communication across all channels (in person, by phone, by email)

Note: We operate in an industry where women and other minority groups are systematically underrepresented. We encourage you to apply even if you do not meet all the listed qualifications - skills and impact cannot be summarized in a few bullet points.

Nice to Have

Completed commercial training or hospitality training, or a comparable practical foundation in the hospitality sector
Experience with visitor management, access control, or fleet management systems in a security-sensitive environment

Join Helsing and Work with World-Leading Experts in Their Field

Working at Helsing is important. You are making a direct contribution to the protection of democratic countries, taking into account both ethical and geopolitical considerations
The work is unique. We operate in a field that presents highly unusual technical requirements and constraints, where robustness, security, and ethical considerations are of critical importance. You will face unique challenges in the fields of engineering and AI that will have a significant impact on the world
Our work often takes us to the cutting edge of the state of the art, whether in the field of reinforcement learning, distributed systems, generative AI, or deployment infrastructure. The defense industry is undergoing the most exciting phase of its technological development curve. Advances in our field are not incremental: Helsing is part of historic leaps forward and often even leading them
In our field, success is a matter of orders of magnitude improvements and novel capabilities. This means that we take risks, aim high, and focus on big opportunities. Although Helsing is a relatively young company, it has already been selected for several significant government contracts
We actively promote a healthy, proactive, and diverse debate about what we do and how we do it within the company. Teams and individual engineers are trusted (and encouraged) to practice responsible autonomy and critical thinking, focusing on results rather than conformity. At Helsing, you have a say in how we (and you!) work, the opportunity to engage with what works and what doesn't, and responsibility for aspects of our culture that matter to you

What We Offer

Competitive salary and stock options
Relocation support: up to €2,500 and 4 weeks of temporary accommodation
Training: annual allowance of €500
Health & Wellbeing: gym membership and mental health support (Nilo.health)
Social: regular company events and monthly social allowances
Extended parental leave: 22 weeks fully paid for primary caregivers and 6 weeks for secondary caregivers
Family support: 5 days of paid family emergency leave, 100% remote work option during pregnancy, and phased return to work

These are the core benefits at all locations; additional benefits may be offered at certain locations.

Helsing is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, religion, sexual orientation, age, marital status, disability, or gender identity. Please do not submit any personal data that reveals your racial origin, political opinions, religious or philosophical beliefs, trade union membership, health data, or data concerning your sexual orientation.

Helsing's Candidate Privacy and Confidentiality Regime can be found here.

Front Office Coordinator / Guest Service Agent (m/w/d)

Job description