Front Desk Coordinator

The Botnar Institute of Immune Engineering (BIIE) is a new interdisciplinary research institute dedicated to innovation in immune engineering. Founded in 2024 through a generous endowment from Fondation Botnar, the BIIE supports scientists in taking on some of the world’s most challenging problems in immunology and global health. The institute unites experts across immunology, biomedicine, bioengineering, computational biology, artificial intelligence, and machine learning, creating a unique multidisciplinary environment with a mission to make a lasting impact and to train future leaders in immune engineering.

The Front Desk Coordinator is the welcoming face and operational backbone of the Botnar Institute of Immune Engineering. This role combines outstanding front-of-house hospitality with hands-on facilities coordination, ensuring that every visitor, researcher, and partner experiences a professional, warm, and well-run environment.

The role is structured in two phases. During Phase 1 (Q4 2026 – Q1 2027), the Coordinator will be embedded in the current BIIE office at the ETH/ D-BSSE, building operational knowledge, learning systems and processes, and supporting the preparation and move to the new Allschwil building. From Q1 2027, the role transitions fully to the new facility as its permanent front desk and workplace operations presence.

Working closely with the Manager, Facility & Workplace Operations this Coordinator plays a critical role in creating a thriving, collaborative institute.

Tasks

Phase 1: Preparation & Training (2026 – Q1 2027)

During this phase the Front Desk Coordinator operates from the existing BIIE office, building confidence with systems, relationships, and daily operations ahead of the building transition.

Support to Manager, Facility & Workplace Operations

• Research suppliers and request quotes for goods, services, and equipment as directed
• Assist in drafting and maintaining Standard Operating Procedures (SOPs) for workplace and front desk processes
• Provide general administrative support to the Manager, Facility & Workplace Operations including scheduling, documentation, and correspondence
• Compile and maintain lists of supplies and equipment needed for the new Allschwil building, supporting procurement planning ahead of go-live
• Act as a point of information for new and incoming employees regarding the new building: layout, facilities, access, and move timeline
• Shadow the Manager, Facility & Workplace Operations to learn building systems, access control, and vendor management processes in preparation for the transition

Phase 2: Front Desk & Workplace Operations (Q1 2027 onwards)

From go-live at the new Allschwil building, the Front Desk Coordinator becomes the permanent operational presence at the front desk and takes on an expanded facilities coordination portfolio.

Core Reception / Facilities Coordination

• Serve as the first point of contact for all visitors, staff, and partners entering the building
• Manage visitor registration, badge issuance, and visitor parking
• Answer incoming calls and direct inquiries to the appropriate teams
• Maintain the reception area to a high standard, reflecting the quality and culture of BIIE
• Manage incoming and outgoing mail and non-laboratory packages
• Provide general correspondence support and basic data entry, including CRM updates for visitor and partner records
• Oversee the Auditorium, ensuring it is properly set up, maintained, and ready for use

Access Control

• Process access card and key requests, maintaining an accurate key inventory and checkout log
• Issue temporary visitor access in line with security protocols
• Report lost or stolen access cards and act as first point of contact for access issues
• Coordinate access permission changes with the Facility & Workplace Operations Manager

Signage & Wayfinding

• Order signage based on specifications from the Facilities Manager
• Update room name plates as spaces evolve
• Maintain wayfinding materials including visitor maps and building directories

Event & Community Support

• Coordinate room setup and catering for internal and external events
• Manage event supplies and maintain RSVP tracking and attendee lists
• Provide day-of event support including registration and guest directions
• Support onboarding of new staff with building orientation and safety protocol briefings
• Represent BIIE professionally when hosting guests, external visitors, and innovation ecosystem partners

Requirements

Experience & Skills

• Prior experience in a reception, office coordination, or facilities support role
• Strong organisational skills with the ability to juggle multiple priorities in a dynamic environment
• Excellent interpersonal and communication skills — warm, professional, and service-oriented
• Comfortable with building management tools, room booking platforms, and office software
• Ability to work independently and take initiative within defined areas of responsibility
• Discretion and reliability when handling access control, visitor data, and sensitive information

Soft Skills

• Genuine enjoyment of being the face of an organisation and making people feel welcome
• Detail-oriented with a commitment to quality in everything from a tidy reception desk to a well-run event
• Proactive mindset — anticipates needs and resolves issues before they escalate
• Enthusiasm for working in a purpose-driven scientific environment serving global child health
• Fluent in German and English; additional languages are an advantage

Benefits

• Cutting-edge, international research environment
• Competitive Swiss market compensation
• Professional development and certification support
• Modern state-of-the-art research facility in Allschwil
• Opportunity to shape operational infrastructure and culture