Receptionist & Administrative Coordinator
DESMI
A glimpse into the role
The role is a combination of two primary areas of responsibility: Reception & Front Desk Operations and Administrative & Operational Coordination and Support, with an approximate 50/50 split between the two.
The role is physically based in the reception, with a reporting line to HR Business Services, and will serve as an operational support hub across the organization. A key characteristic of the role is that it operates as a multi-hat function, where parts of the scope are intentionally flexible and will continue to be shaped over time in line with organizational needs.
Reception & Front Desk Operations & Services (estimate 50%)
- Welcome and receive visitors in a professional and service-oriented manner – you ensure the right positive DESMI perception
- Manage guest check-in processes, register consultants and issue/collect guest access cards
- Notify internal employees upon guest arrival and manage ad hoc visitor flow
- Handle incoming phone calls and route them to relevant colleagues or departments
- Provide first-line support for general inquiries and internal coordination
- Operate reception area equipment (e.g. TV displays)
- Support colleagues with meeting room booking guidance and location assistance
- Ensure smooth daily operation of shared office and meeting facilities
- Collect, sort, and distribute incoming mail and packages
- Communicate arrivals of deliveries, guests, and external items
- Support visitors with practical needs, including access to charging facilities and general assistance
Role
A central part of this role is to act as an operational support hub from the reception, assisting across HR, Finance, Executive Support (primarily for COO and CFO), and general administration. This includes a flexible mix of tasks like:
- Finance (light administrative support): handling incoming administrative communication related to the Finance area, including telephone inquiries, mails, and requests routed via reception. Managing post, deliveries, and practical employee-related services, as well as general administrative support to ensure smooth day-to-day operations.
- HR (light administrative support): supporting onboarding logistics (e.g. preparing welcome materials, flowers, access cards, coordination with managers and buddies), assisting with practical employee administration and document handling, supporting internal communication and employee information, coordinating local HR activities (e.g. events and training sessions) Acting as first point of contact for simple HR-related queries incl. booking and invitation for interviews regarding recruitment.
- Executive / Management support, (primarily for CFO, COO and CHRO): meeting preparation, calendar and booking support, guest coordination, practical support for leadership presentation, meetings, etc.
- Travelling: supporting travel bookings and logistics (flights, hotels, transport) in line with company guidelines, assisting with visitor logistics, and coordinating practical travel arrangements
- Cross-departmental & General office Operations: ad hoc administrative support, first-point-of-contact for internal guidance, document handling, printing, and basic IT/meeting room troubleshooting
As someone who will have be in our reception & front desk, we are looking for an outgoing& self-driven individual who can also keep a structured overview of the many tasks in the role.
We Also Imagine That You
- Experience from service minded reception, office administration, or service/coordination roles
- Relevant educational background, e.g. within administration, service, communication, or similar
- Structured, detail-oriented with administrative interest and capabilities
- Proactive, and highly service-minded with the ability to manage multiple tasks in a dynamic environment
- Comfortable very working independently and taking sole ownership of tasks across adm. disciplines
- Strong collaboration skills across departments and functions
- Interest in improving processes and working more efficiently over time
- Flexible mindset and openness to an evolving role scope
- Strong IT skills (booking systems, email, access control, basic troubleshooting)
- Strong communication skills in Danish and English
At DESMI, we want you to feel supported, valued and motivated. That’s why we offer a range of benefits that make a difference – from flexibility and career opportunities to security.
Here are some of the benefits we offer our employees :
- Flexible working hours
- Global career prospects
- Skills development and career growth
- Pension
- Private healthcare and life insurance
- On-site canteen
- Company sports & social activities
But we’re more than just pumps. At DESMI, we believe teamwork and innovation drive success.
When You Join DESMI, You Can Expect
- A collaborative and supportive team environment.
- Opportunities for continuous learning and professional development.
- A chance to contribute your ideas and make a real impact.
- A company that values sustainability and innovation.
As innovators in reliable and sustainable flow solutions, we serve a wide range of industries from Aquaculture and Defense to Green Technologies – the list goes on. Sustainability is highly appreciated while developing high-performance and long-lasting technologies that help industries adapt to evolving markets while reducing environmental impact.
Ready to apply?
If you're a talented individual seeking a challenging and rewarding career where you can contribute to a more sustainable future, we encourage you to apply!
If you think this is something for you, please submit your application. We are reviewing applications on a rolling basis and encourage you to apply as soon as possible.