Reception & Office Administrator

Company Overview

Viking (NYSE: VIK) is a global leader in experiential travel, boasting a fleet of over 100 ships that explore 21 rivers, five oceans, and all seven continents. Catering to curious travelers interested in science, history, culture, and cuisine, Viking is renowned for offering experiences for the thinking person. With more than 450 awards, including the distinction of being rated #1 for Rivers and #1 for Oceans for five consecutive years by Condé Nast Traveler in the 2025 Readers’ Choice Awards, Viking stands out as a leader in the travel industry. Additionally, it has been recognized as a "World's Best" by Travel + Leisure, a rare feat achieved simultaneously by both publications.

Role Description

The individual in this role will ensure the smooth and friendly management of the Front Office, providing utmost satisfaction to our international visitors, guests, and partners. This position entails managing all public rooms and supporting the Executive Management with administrative tasks, adhering to Viking's high standards. Tasks are shared with a colleague, and accountability lies with the Senior Manager Human Resources.

Key Responsibilities

• Supervise the front office area to guarantee efficiency and friendliness.
• Welcome international visitors, guests, candidates, and partners at the front desk and direct them as necessary.
• Manage incoming phone calls by answering, screening, and forwarding them appropriately.
• Handle daily incoming mail, sorting and forwarding as needed, and prepare outgoing mail.
• Order office supplies and maintain inventory for the entire office.
• Organize meeting rooms and ensure they are set up for various gatherings.
• Assist with food and beverage orders and meal setup for meetings.
• Oversee deliveries and coordinate with external service providers.
• Provide administrative support to the HR Department.
• Perform clerical duties such as filing, photocopying, and transcribing for Executive Management.
• Ensure all public areas, including kitchens, are tidy and well-maintained.
• Order and organize all food and non-food items for break rooms.
• Arrange travel and accommodation logistics with preferred partners.

Key Qualifications

• At least 2 years of professional experience in a similar role.
• International experience or experience on a ship is advantageous.
• Fluency in English and German, both written and verbal.
• Proficient in MS Office with strong administrative skills.
• Ability to work independently with a service-oriented and guest-focused mindset.
• Excellent organizational and communication skills.
• Possess a positive personality, being organized, maintaining a neat appearance, and being a team player.

Education

A graduated education in the hotel or tourism industry is preferred.

Nice to Have Qualifications

International experience in tourism is a plus.

Culture & Benefits

A fast-growing and dynamic environment awaits, along with a modern workspace and flexible working hours.