BASEL OFFICE - Reception & Office Administrator

About the job

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 by Condé Nast Traveler in the 2025 Readers’ Choice Awards. Viking is also rated a “World’s Best” by Travel + 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.

HOW TO APPLY

Please apply via our website www.vikingcareers.com, including your CV in English and a one-page cover letter to introduce yourself and your interest for the role.

*Unsolicited submissions of candidates from agencies will not be considered*