Who we are

Helsing is a defence AI company. Our mission is to protect our democracies. We aim to achieve technological leadership, so that open societies can continue to make sovereign decisions and control their ethical standards.

As democracies, we believe we have a special responsibility to be thoughtful about the development and deployment of powerful technologies like AI. We take this responsibility seriously.

We are an ambitious and committed team of engineers, AI specialists and customer-facing programme managers. We are looking for mission-driven people to join our European teams – and apply their skills to solve the most complex and impactful problems. We embrace an open and transparent culture that welcomes healthy debates on the use of technology in defence, its benefits, and its ethical implications.

The role

As a Front Office Coordinator / Guest Service Agent, you will be the welcoming face of Helsing and the backbone of our daily office operations. Working closely within the Workplace team, you’ll host guests, customers, and candidates, oversee visitor access and security passes, and ensure meetings start seamlessly on time and in the right room. Beyond the front desk, you will manage mail, deliveries, and our company vehicle fleet, while providing the administrative support that keeps a busy site running calmly. This is a role with real ownership: the quality of a visitor's first hour at Helsing, and the smoothness of everyone else's working day, rests in your hands.

The day-to-day

Welcome and host visitors, customers and candidates, handling check-in, registration and visitor badges so every guest is signed in, briefed and looked after within minutes of arrival

Coordinate meeting rooms, calendars and hospitality for interviews, customer visits and leadership sessions, resolving clashes before they reach the diary

Run the reception area as the front door of the site, keeping access procedures, sign-in records and security passes accurate and audit-ready

Manage incoming and outgoing post, couriers and deliveries, routing confidential and time-sensitive items to the right team the same day

Administer the company vehicle fleet, from bookings and servicing to documentation, so cars are available, compliant and roadworthy when colleagues need them

You should apply if you

Relevant experience in a front-of-house, hospitality, or reception role, with a passion for welcoming and hosting visitors

Strong organisational skills and the ability to manage competing priorities calmly, from room bookings to deliveries, without losing sight of the details

High degree of discretion and integrity when dealing with confidential information and managing building/access procedures

A proactive mindset and high accountability, coupled with the ability to quickly adapt to new tools, systems, and processes

Fluency in both German and English (written and spoken), and professional communication skills across all channels (in person, phone, email)

Note: We operate in an industry where women, as well as other minority groups, are systematically under-represented. We encourage you to apply even if you don’t meet all the listed qualifications; ability and impact cannot be summarised in a few bullet points.

Nice to Have

Completed vocational training in a commercial field or hotel management, or equivalent practical grounding in hospitality

Familiarity with visitor management, access control or fleet administration tools in a security-conscious environment

Join Helsing and work with world-leading experts in their fields

Helsing’s work is important. You’ll be directly contributing to the protection of democratic countries while balancing both ethical and geopolitical concerns

The work is unique. We operate in a domain that has highly unusual technical requirements and constraints, and where robustness, safety, and ethical considerations are vital. You will face unique Engineering and AI challenges that make a meaningful impact in the world

Our work frequently takes us right up to the state of the art in technical innovation, be it reinforcement learning, distributed systems, generative AI, or deployment infrastructure. The defence industry is entering the most exciting phase of the technological development curve. Advances in our field of world are not incremental: Helsing is part of, and often leading, historic leaps forward