BASEL OFFICE - Reception & Office Administrator

Viking; Basel; On-site; CHF 60,000 - 72,000; Full time

Benefits offered by this job

Modern workspace

Flexible working hours

Dynamic environment

Job summary

Viking is seeking a Reception & Office Administrator to ensure the front office runs smoothly for our international visitors and partners, and to assist the Executive Management with administrative duties.

You will co-manage the front office with a colleague, greet guests at the desk, direct visitors, handle calls and mail, arrange meetings, and support HR-related tasks according to Viking Cruises standards.

Qualifications

• Minimum 2 years in front desk/office admin role.
• Fluent in English and German, written and spoken.
• Proficient with MS Office and administrative tasks.
• Able to work independently and be guest-focused.
• Strong organizational and communication skills.
• Positive, neat, and team-oriented.

Responsibilities

• Supervise the entire front office area.
• Greet and direct international visitors and partners at the front desk.
• Answer, screen and forward incoming calls.
• Receive and sort daily mail, handle outgoing mail.
• Order office supplies and manage stock.
• Organize meeting rooms and assist with F&B setup for meetings.
• Coordinate travel and accommodations with preferred partners.
• Provide HR administrative support to the department.
• Maintain tidy public areas including the kitchens.
• Arrange deliveries and liaise with external contractors.
• Carry out other clerical duties for Executive Management.

Skills

English

German

Independent

Organized

Team player

Education

Hospitality education (hotel/tourism)

Tools

MS Office

Job description

Viking (NYSE: VIK) is a global leader in experiential travel with a fleet of more than 100 ships, exploring 21 rivers, five oceans and all seven continents. Designed for curious travelers with interests in science, history, culture and cuisine, Executive Chairman Torstein Hagen often says Viking offers experiences For The Thinking Person™. Viking has more than 450 awards to its name, including being rated #1 for Rivers and #1 for Oceans five years in a row byCondé Nast Travelerin the 2025 Readers’ Choice Awards. Viking is also rated a “World’s Best” byTravel + Leisure—no other travel company has simultaneously received such honors by both publications.

Please note that we can only accept applicants who are eligible to work in Switzerland or in possession of a valid work permit.

Role Description

• The Reception & Office Administrator is responsible to ensure that the Front Office is managed in a smooth and friendly manner to the fullest satisfaction of our international visitors, guests and partners. Moreover, the Reception & Office Administrator is managing all public rooms and supports the Executive Management with administrational duties in accordance with Viking Cruises Standards.
• The Reception & Office Administrator is sharing his/her tasks with another colleague and reports to the Senior Manager Human Resources.

Key Responsibilities

• Supervision of the entire front office area
• Greet and welcome our international visitors, guests, candidates and partners at the front desk and direct the visitors to the appropriate person
• Answer, screen and forward incoming phone calls
• Receive, sort and forward daily incoming mail, prepare outgoing mail on a daily basis accordingly
• Order office supplies and keep inventory of stock for entire office (manage service points)
• Organization of meeting rooms
• Support with F&B order and meal setup for meetings and service
• Manage deliveries and external craftsman
• Administrational support of the HR Department
• Perform other clerical administrational duties such as filing, photocopying, transcribing etc. for the Executive Management
• Ensure all public areas, including the kitchens, are always tidy and well maintained
• All required F&B and non-food items for the break rooms are ordered, on stock and well organized
• Arrange travel and accommodation (flights, rental car, train, hotel bookings) with preferred partner

Key Qualifications

• Min. 2 years professional experience in same or similar position
• International experience/experience on a ship is an asset
• Fluency in English and German (written and verbal)
• Very good computer knowledge (MS Office), administrative experience
• Ability to work independently, service-oriented and guest-focused
• Very good organizational and communication skills
• Positive personality, organized, neat appearance, team player

EDUCATION

• Graduated education in hotel/tourism industry preferred

Nice To Have Qualifications

• International experience / experience in tourism is an asset

Culture & Benefits

• Fast-growing and dynamic environment, a modern workspace, flexible working hour.