Front Office Agent (m/f/d)

Description

Are you a proactive and service-oriented professional who enjoys keeping things running smoothly?

• We are currently hiring two
• Front
• Office

Agents: one full-time and one part-time (minimum 75%) .

Working as a close-knit team, you will jointly manage the reception area, and act as the first point of contact for employees, visitors, clients, and service providers.

Together, you will coordinate day-to-day office operations, support workplace services, and help create a professional, welcoming, and well-organized office environment where everyone feels supported.

Key Responsibilities

• Reception & Front Desk (Primary Focus)
• Act as the first point of contact for employees, visitors, clients, and service providers.
• Welcome and assist guests, answer incoming calls, and handle general inquiries.
• Ensure the reception area remains professional, welcoming, tidy, and well organized at all times.
• Manage visitor registrations, access arrangements, and general front desk administration.
• Office Operations
• Support the day-to-day running of the office, including shared inboxes, meeting room bookings, parking reservations, mail distribution, courier services, ticketing systems, and invoice administration.
• Order and maintain office supplies and workplace resources.
• Meetings & Events
• Support meetings, internal trainings, and office events by arranging rooms, catering, logistics, and guest hosting.
• Facilities & Vendor Coordination
• Coordinate with external service providers such as cleaning, maintenance, security, and other vendors.
• Follow up on maintenance requests and help ensure a well-functioning workplace.
• Administrative Support
• Maintain accurate records and update information in internal systems and databases.
• Support onboarding activities, document administration, and general employee requests.
• Provide occasional administrative support to the Assistants’ Team, as needed.
• Contribute to workplace initiatives, projects, and continuous process improvements.

What we expect

• Completed vocational training or relevant professional experience in office administration, reception, hospitality, customer service, or a similar field.
• Previous experience in a reception, front office, office administration, hospitality, or customer-facing role.
• Strong customer service mindset and excellent communication skills.
• Well-organized with the ability to manage multiple tasks and priorities.
• Comfortable using Microsoft Office 365 and other office systems.
• Proactive, reliable, and able to work independently.
• High attention to detail and a hands-on approach.
• High flexibility to adapt working hours to business and operational needs, including occasional early starts and adjustments to support office activities and events.
• Professional proficiency in English and intermediate German skills.

What you can expect

• An agile, widely diverse international working environment of around 70 nationalities that is keenly interested in making a positive difference through their work and who share a collaborative, can-do spirit.
• A job that allows you to fully utilize and expand your skills within an innovative, hands-on company culture.
• A purpose-driven, performance-oriented company that rewards above-average results.
• An organization dedicated to providing effective training and upskilling to its employees.
• A company that offers a flexible and amicable work environment, placing a high value on work-life balance.
• Diversity & Inclusion

At Finance in Motion, we believe that diverse perspectives, experiences, and backgrounds make us stronger.

We are committed to fostering an inclusive workplace where everyone feels valued, respected, and empowered to contribute.

We welcome applications from all qualified candidates regardless of nationality, ethnic and social origin, religion or belief, disability, age, gender identity, or sexual orientation.

Even if you do not meet every requirement listed above, we encourage you to apply if you believe your experience and potential make you a strong fit for the role.

We, a team of around 300 dedicated professionals across 14 regional offices worldwide, are committed to advancing sustainable development through pioneering finance solutions.

If you relish tackling complex challenges hands-on and crave an adaptable and motivating work environment, we're eager to connect with you.