Receptionist - #1001757

Location Germany Mainz

Working Location Category Based

About Us

Macro is a recognised global specialist in facilities management, providing cutting-edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions.

We are driven by a commitment to excellence in everything we do. Our values—Drive for Better, Delight Customers, Do What’s Right, and Develop People—shape our culture and guide our decision-making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.

Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people-focused culture.

About The Role

In this role, you will be the first point of contact for visitors, employees, and external partners. This role ensures smooth day‑to‑day operations of the front desk, supports office administration, and collaborates closely with Facilities, HR/TA, EHSS, and Events teams.

The ideal candidate will be professional, highly organised, service-oriented, and capable of managing multiple tasks in a fast-paced environment.

Key Responsibilities

Reception & Front Desk Operations

• Ensure consistent coverage at the reception desk from 08:00 to 17:00.
• Greet and assist visitors, couriers, guests, and auxiliary staff.
• Manage the reception phone line, forward calls, and respond to general inquiries.
• Coordinate taxi bookings and airport pick‑ups.
• Handle all incoming and outgoing mail.
• Manage courier collections, deliveries, and related queries.
• Oversee internal and external visitor management procedures.
• Manage the parking system, including registrations, access, and queries.
  
  

Meeting Room & Office Support

• Manage the meeting room calendar and booking system.
• Maintain meeting rooms, including stationery checks, general upkeep, and room setup.
• Monitor and order stationery, kitchen supplies, and fruit.
• Order company merchandise as required.
  
  

Events Support

• Assist with the setup of workshops, training sessions, and internal/external events.
• Support the organisation of company events, including logistics and coordination.
• Order catering and lunches when required.
  
  

EHSS (Environment, Health, Safety & Security) Support

• Act as first point of contact for EHSS queries from employees.
• Serve as an office first aider and fire marshal.
• Support the coordination and administration of EHSS trainings.
• Log incidents, near misses, and safety concerns into the STARS system.
• Manage the security access system, including issuing new cards, adjusting access rights, and deactivations.
  
  

HR / TA / Admin Support

• Collaborate with TA/HR on new joiner processes.
• Issue access cards and welcome packs to new employees.
• Add new joiners to relevant distribution lists, Teams channels, SharePoint sites, and meeting groups.
• Coordinate the collection of equipment from leavers.
• Maintain inventory of returned devices.
• Serve as a general point of contact for office queries, issues, and requests.
• Handle customs‑related queries and documentation.
• Support various ad hoc administrative tasks as required.
  
  

About You

The ideal candidate will have:

Essential

• Fluent in both German and English (required).
  
  

Required:

• Proven experience in a receptionist, administrative, or front‑office role.
• Strong communication and interpersonal skills.
• Excellent organisational and multitasking abilities.
• Professional appearance and customer-service mindset.
• Proficiency in Microsoft Outlook, Teams, and general office software.
• Ability to handle confidential information with discretion.
  
  

Preferred:

• Experience with access control systems or visitor management platforms.
• Basic event coordination experience.
• First aid and fire marshal certification, or willingness to obtain these certifications.
• Familiarity with EHSS processes or incident reporting tools (e.g., STARS).
  
  

Key Attributes

• Friendly, approachable, and proactive.
• Reliable and punctual.
• Able to stay calm under pressure.
• Strong problem-solving attitude.
• Team-oriented, while also able to work independently.
  
  

Diversity Statement

We want to create a workplace where everyone feels safe to bring their  whole selves  to work. We recognise that every individual has different needs. This is Me  is Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally.

Our aim is to help identify and acknowledge individual needs that may impact work-life experience. It’s about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity.

Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact [email protected] to speak to a member of our team.