Front Office Operations / Receptionist

JAA Training Organisation; Schiphol-Rijk; On-site; EUR 21,000 - 30,000; Full time

Benefits offered by this job

Year-end bonus plan

Monthly gym subsidy

Pension plan

Holiday allowance 8%

Company travel reimbursement

Free parking

Subsidized lunches

Wellness room

Training & development budget

Job summary

The JAA Training Organisation (JAA TO) seeks a hands-on Receptionist to join our Front Office Operations Unit. This role requires daily on-site presence and a professional, welcoming host who can handle calls and classroom-related administration while keeping the reception area and facilities organized.

Ideal candidates have post-secondary education with 2+ years in Customer Service, strong English, and a proactive, reliable mindset. EU/Dutch work permit is required.

Qualifications

• Post-secondary education and at least 2 years of experience in Customer Service.
• Excellent knowledge and command of English, both written and spoken.
• Sound knowledge of modern MS Windows systems and the Microsoft Office programs.
• Flexible, service-oriented, organized, accurate and able to cope with stressful situations.
• Collaborative approach towards stakeholders.
• Proactive, punctual and reliable.

Responsibilities

• Take ownership of the Front office unit itself and develop it further as a professional department.
• Open and close the building securely per procedures.
• Welcome trainees, visitors and instructors professionally.
• Prepare facilities for daily activities and classroom readiness.
• Provide technical assistance for classroom equipment as needed.
• Handle all reception correspondence and communications (calls, post, emails).
• Issue certificates and scan/ file documentation for training courses.
• Coordinate and log reservations for parking spaces.
• Assist guests with hotel shuttle bookings and course information.
• Monitor office supply stock with the Office & Facilities Manager.
• Support staff with office-related administrative tasks.
• Bring ideas to innovate and revamp Reception procedures.
• Ensure Front Office work manuals and procedures are followed to high quality.

Skills

Customer Service

English proficiency

Teamwork

Punctuality

Tools

MS Windows

Microsoft Office

Job description

The JAA Training Organisation (JAA TO) is looking for a hands‑on and energetic Receptionist to join our Front Office Operations Unit.

The Receptionist requires physical presence daily. The ideal candidate is an excellent host with proven experience in welcoming and greeting guests in the most professional and warm manner. The role also requires experience and enthusiasm in performing related administrative tasks, including answering calls, as well as preparing and (re)organizing efficiently all necessary facilities (such as the classrooms, the reception area itself etc). Ideally, the perfect candidate will bring new ideas for innovating, professionalizing and revamping our Reception‑related procedures for the optimal running of training courses.

The Receptionist is also the first contact point for many visitors arriving from all over the world, for either training courses or meetings. You are versatile and proactive, able to pick things up very quickly. You will be a key player in keeping the premises and classrooms tidy and ready for courses each day. You enjoy working with people and helping both visitors and staff where needed, while keeping the reception desk organised and efficient. This includes but is not limited to: inventory upkeep, staff assistance and course‑related administrative work

Please note: applicants must hold EU/Dutch working permit. No visa sponsorship.

Note: Company profile at the bottom*.

Job Description

Your main responsibilities include but are not limited to:

• Take ownership of the Front office unit itself, and have ambitions in developing it further as a professional department
• Open and close the building securely per procedures
• Welcome trainees, visitors and instructors professionally
• Get facilities ready prior to the start of daily activities (including the lights, the mailbox etc.)
• Daily set‑up/preparation of applicable items and equipment required for the delivery of upcoming training courses
• Provide technical assistance/troubleshooting for classroom equipment when needed
• Handle all Reception correspondence/communication channels (i.e. calls, post and emails)
• Perform administrative tasks related to delivery and follow‑up of training courses, i.e. issuance of Certificates, scanning and filing of documentation etc.
• Coordinate and log reservations for parking spaces
• Assist guests with making hotel shuttle bookings, providing course information and responding to any other queries
• Monitor office supply stock in collaboration with the Office & Facilities Manager
• Assist staff with office‑related administrative support when needed
• Bring ideas for innovating and revamping our Reception‑related procedures
• Ensuring that the Front Office work manuals and procedures are being followed at a high‑quality standard

Your profile

The Receptionist will be a strong, solution‑oriented, practical and hands‑on colleague. You should demonstrate flexibility, leadership, initiative, and a willingness to take responsibility.

The ideal candidate has:

• Post‑secondary education and at least 2 years of experience in Customer Service
• Excellent knowledge and command of English, both written and spoken
• Sound knowledge of modern MS Windows systems and the Microsoft Office programs
• Flexible, service‑oriented nature, organised, accurate, detail oriented, and able to cope with stressful situations
• Collaborative approach towards stakeholders
• Proactive, punctual and reliable

We Offer

• Year‑end bonus plan (conditions apply)
• Variable bonus plan (conditions apply)
• Total 32 holidays - Standard Dutch national holidays off work, as well as 8 additional days (ie 1 May, 5 May, Sinterklaas (5 December), International Civil Aviation Day (7 December), Christmas Eve, New Year’s Eve, Mental Health Day and the employee’s birthday)
• Monthly contribution to cover costs for a gym, fitness, or sports‑practice subscription (max. 30 euro net)
• Good pension plan with one of the top organisations
• 8% from annual salary in holiday allowance paid yearly in May
• Full reimbursement of daily travel costs (home‑work commute) / free parking in company parking garage under the building
• Subsided lunch at company's international restaurant for a low fee of €4.05 per lunch per day. (international warm dishes menus, salad bar, soups, desserts, sandwiches)
• A great job in a dynamic international environment within the aviation world
• International‑character (20+ nationalities!) with open transparent culture
• Quarterly Team Outings, and Yearly Company Event/Retreat for team building
• Regular Staff Breakfast Meetings including high‑level updates from the CEO
• Regular motivational HR initiatives throughout the year
• Employee Recognition Programme including every work anniversary
• Wellness room during office time, including Massage Chair
• Birthday treat for employee birthdays
• Christmas gift package
• Optional yearly health check
• Complimentary fruit/coffee/tea/soft drinks throughout the day for all employees
• Monthly Ping‑Pong tournaments
• Weekly or biweekly 1:1 meetings with Team Lead / Manager; and 3 annual meetings for Performance Review.
• Personal development and training budget of €1.500 annually (conditions apply) as well as internal career paths where applicable.
• Periodical internal staff training, including individual certification.

*About the Company

The JAA Training Organisation (JAA TO) is a Dutch non‑profit organisation and an Associated Body of the European Civil Aviation Conference (ECAC). JAA TO has a history of 50 years training the aviation industry and national authorities on regulation in the air transport sector. JAA TO is the only Training Centre of Excellence - Platinum (TCE) in Europe recognised by the International Civil Aviation Organization (ICAO) and a leading member of the EASA Virtual Academy (EVA).

JAA TO schedules more than 300 training courses annually on topics such as safety, security, drones and management. Within the aviation community, JAA TO offers a platform to learn and exchange views on latest regulatory developments. In addition, JAA TO provides advisory services, knowledge solutions, training consultancy and assistance with capacity building for (aviation) training departments.