Front Desk Coordinator

Poste

Temps plein

Mid

Administration

Modalités

Basel, Switzerland

Clôture dans 30 jours

Exigences

Permis UE/AELE

Langues

Allemand

Anglais

Description

The Front Desk Coordinator is the welcoming face and operational backbone of the Botnar Institute of Immune Engineering. This role combines outstanding front-of-house hospitality with hands-on facilities coordination, ensuring that every visitor, researcher, and partner experiences a professional, warm, and well-run environment. The role is structured in two phases. During Phase 1 (Q4 2026 – Q1 2027), the Coordinator will be embedded in the current BIIE office at the ETH/ D-BSSE, building operational knowledge, learning systems and processes, and supporting the preparation and move to the new Allschwil building. From Q1 2027, the role transitions fully to the new facility as its permanent front desk and workplace operations presence.

Responsabilités

Serve as the first point of contact for all visitors, staff, and partners entering the building
Manage visitor registration, badge issuance, and visitor parking
Answer incoming calls and direct inquiries to the appropriate teams
Maintain the reception area to a high standard, reflecting the quality and culture of BIIE
Manage incoming and outgoing mail and non-laboratory packages
Provide general correspondence support and basic data entry, including CRM updates for visitor and partner records
Oversee the Auditorium, ensuring it is properly set up, maintained, and ready for use
Process access card and key requests, maintaining an accurate key inventory and checkout log
Issue temporary visitor access in line with security protocols
Report lost or stolen access cards and act as first point of contact for access issues
Order signage based on specifications from the Facilities Manager
Update room name plates as spaces evolve
Maintain wayfinding materials including visitor maps and building directories
Coordinate room setup and catering for internal and external events
Manage event supplies and maintain RSVP tracking and attendee lists
Provide day-of event support including registration and guest directions
Support onboarding of new staff with building orientation and safety protocol briefings
Represent BIIE professionally when hosting guests, external visitors, and innovation ecosystem partners

Exigences

Prior experience in a reception, office coordination, or facilities support role
Strong organisational skills with the ability to juggle multiple priorities in a dynamic environment
Excellent interpersonal and communication skills — warm, professional, and service-oriented
Comfortable with building management tools, room booking platforms, and office software
Ability to work independently and take initiative within defined areas of responsibility
Discretion and reliability when handling access control, visitor data, and sensitive information
Genuine enjoyment of being the face of an organisation and making people feel welcome
Detail-oriented with a commitment to quality in everything from a tidy reception desk to a well-run event
Proactive mindset — anticipates needs and resolves issues before they escalate
Enthusiasm for working in a purpose-driven scientific environment serving global child health
Fluent in German and English; additional languages are an advantage

Avantages

Cutting-edge, international research environment
Competitive Swiss market compensation
Professional development and certification support
Modern state-of-the-art research facility in Allschwil
Opportunity to shape operational infrastructure and culture

Entreprise

Botnar Institute of Immune Engineering - BIIE

Research

The Botnar Institute of Immune Engineering (BIIE) is a new interdisciplinary research institute dedicated to innovation in immune engineering. Founded in 2024 through a generous endowment from Fondation Botnar, the BIIE supports scientists in taking on some of the world’s most challenging problems in immunology and global health. The institute unites experts across immunology, biomedicine, bioengineering, computational biology, artificial intelligence, and machine learning, creating a unique multidisciplinary environment with a mission to make a lasting impact and to train future leaders in immune engineering.