Position Overview
You will be a primary contact for visitors with us. You will receive and direct people, calls, issues, and deliveries to the appropriate department or employee. You will support personnel that provide basic clerical support in many administrative settings. You will perform all work with the primary goal of customer satisfaction. You will maintain a diligent sense of safety and security for company sites.
You will report to Facilities Manager.
You will work in our Munich office 5 days a week.
Responsibilities
1. Be a contact in case of an emergency or disaster, coordinating with Facilities staff
2. Answer and assist customers inquiring about Company technical support policy and you perform related clerical work such as filing, emailing mass communications, scheduling, or purchasing tasks using electronic purchasing software system or procurement cards
3. Use company intranet to look up employees' contact information. Use company phone systems to receive calls and to contact employees. (May) use 2-way paging/phone system to contact Facilities or Security personnel. Maintain Reception phone lists
4. Answer incoming calls, either directly to reception or redirected from phone system. Answer inquiries directly or direct calls to appropriate employee. (May also) answer or direct calls from employees. Communicate with employees on site-specific issues (i.e. found keys, car lights on)
5. Maintain current knowledge base of Company products and information by reading Company News and Sales emails, announcements, and product brochures
6. Provide coverage for the front desk. Greet visitors and notify personnel of visitor arrival. Monitor employee and visitor flow in and out of buildings. Maintain security requirements by ensuring visitors sign visitor log and by distributing guest badges
7. Ensure that unauthorized individuals are not granted access to buildings. Ensure that employees are using proper access badges. Alert Security or Facilities staff of any disturbances or potentially dangerous intruders. May be trained on alarm systems and provide first level response
8. Maintain professional appearance of building lobby or reception area. Maintain and distribute lobby materials such as newspapers or magazines
9. Pass out and collect employment applications and other related forms on request. Receive completed employment applications and resumes and route to HR for processing
10. Receive and route all deliveries at the front desk. Work with vendors, couriers and delivery personnel. Contact appropriate employees to accept deliveries
11. Report building issues to Facilities Department. In locations with no dedicated Facilities resource, contact Building Management and schedule appointments with vendors, manage card key and photo ID system for building, handle event set-up and clean up
12. Responsible for mail sorting and distribution, shipping, and courier services. assist with conference room bookings, loaner equipment (remote controls, adaptors, headphones) distribution
13. Coordinate and execute internal events and meetings, ensuring seamless logistics and stakeholder communication. Manage vendor contracts, catering, and venue setup while maintaining compliance with health and safety regulations. Support social activities, distribute materials, and oversee meeting technology tools (e.g., MS Teams, Zoom). Supervise support staff, handle on-site troubleshooting, and prepare post-event reports. Continuously evaluate performance to enhance attendee experience and maintain accurate documentation and financial records.
14. Manage all incoming inquiries to the Company main phone number in a personal and professional manner. Determine the nature of the individual caller inquiries, and direct calls appropriately
15. Perform database data entry and maintenance tasks. Maintain accurate and timely problem tracking and resolution records
16. Provide information to callers using Directory Assistance department's multiple resources; direct calls and faxes to the appropriate contact/department
17. Answer inquiries on different product learning resource centers
18. Update reference lists used to perform job effectively
Minimum Qualifications
19. You have at least 2 years experience in a similar role
20. Previous experience working in a receptionist/ event manager role
21. Experience working in a customer facing role
22. Fluent German and English communication skills
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About Autodesk
Welcome to Autodesk! Amazing things are created every day with our software – from the greenest buildings and cleanest cars to the smartest factories and biggest hit movies. We help innovators turn their ideas into reality, transforming not only how things are made, but what can be made.
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When you’re an Autodesker, you can do meaningful work that helps build a better world designed and made for all. Ready to shape the world and your future? Join us!
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