Front Office Coordinator / Guest Service Agent

Who we are

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. 

The role

As a Front Office Coordinator / Guest Service Agent, you will be the welcoming face of Helsing and the backbone of our daily office operations. Working closely within the Workplace team, you’ll host guests, customers, and candidates, oversee visitor access and security passes, and ensure meetings start seamlessly on time and in the right room. Beyond the front desk, you will manage mail, deliveries, and our company vehicle fleet, while providing the administrative support that keeps a busy site running calmly. This 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 in your hands.

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

• Relevant experience in a front-of-house, hospitality, or reception role, with a passion for welcoming and hosting visitors

• Strong organisational skills and the ability to manage competing priorities calmly, from room bookings to deliveries, without losing sight of the details

• High degree of discretion and integrity when dealing with confidential information and managing building/access procedures

• A proactive mindset and high accountability, coupled with the ability to quickly adapt to new tools, systems, and processes

• Fluency in both German and English (written and spoken), and professional communication skills across all channels (in person, phone, email)

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.

Nice to Have

• 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

Join Helsing and work with world-leading experts in their fields 

• Helsing’s work is important. You’ll be directly contributing to the protection of democratic countries while balancing both ethical and geopolitical concerns

• The work is unique. We operate in a domain that has highly unusual technical requirements and constraints, and where robustness, safety, and ethical considerations are vital. You will face unique Engineering and AI challenges that make a meaningful impact in the world

• Our work frequently takes us right up to the state of the art in technical innovation, be it reinforcement learning, distributed systems, generative AI, or deployment infrastructure. The defence industry is entering the most exciting phase of the technological development curve. Advances in our field of world are not incremental: Helsing is part of, and often leading, historic leaps forward

• In our domain, success is a matter of order-of-magnitude improvements and novel capabilities. This means we take bets, aim high, and focus on big opportunities. Despite being a relatively young company, Helsing has already been selected for multiple significant government contracts

• We actively encourage healthy, proactive, and diverse debate internally about what we do and how we choose to do it. Teams and individual engineers are trusted (and encouraged) to practise responsible autonomy and critical thinking, and to focus on outcomes, not conformity. At Helsing you will have a say in how we (and you!) work, the opportunity to engage on what does and doesn’t work, and to take ownership of aspects of our culture that you care deeply about

What we offer

• Competitive salary and stock options (ESOP)

• Relocation support: up to €2,500 and 4 weeks temporary accommodation

• Learning: €500/£450 yearly allowance

• Health & wellness: gym membership and mental health support (Nilo.health)

• Social: regularly company events and monthly social allowances

• Enhanced parental leave: 22 weeks fully paid for primary caregivers & 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 across all locations, there may be additional benefits in certain locations.

Helsing is an equal opportunities 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 personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, data concerning your health, or data concerning your sexual orientation.