Front Office Coordinator

Our client, a global investment firm, is seeking a polished and hospitality-driven Front Office Coordinator to support its newly opened office and incubator space. This individual will serve as the face of the office, creating a welcoming and high-touch experience for employees, guests, and visiting executives while ensuring the office runs smoothly day-to-day. This role is ideal for someone coming from the service or hospitality industry who thrives in a fast-paced, people-facing environment and takes pride in delivering exceptional customer service. The ideal candidate is proactive, organized, adaptable, and enjoys building relationships while juggling multiple priorities with professionalism and ease.

**Please note that this is an onsite, temp-to-perm role based in Santa Clara, CA. Pay will be $75k-80k/yr.**

Key Responsibilities:

• Serve as the first point of contact for all guests, clients, and employees entering the office
• Greet and assist visitors while providing a polished, professional, and hospitality-driven experience
• Manage front desk operations and maintain an organized, welcoming reception area
• Coordinate conference room scheduling, meeting preparation, and hospitality services including catering and beverage setup
• Assist with day-to-day office operations including inventory management, office supplies, mail distribution, shipping/receiving, and facilities coordination
• Support onboarding logistics for new hires including desk setup, office access, and welcome coordination
• Partner with vendors, building management, and internal teams to ensure the office environment remains fully operational and well-maintained
• Help coordinate internal events, team gatherings, and meetings within the incubator space
• Monitor shared spaces to ensure cleanliness, organization, and overall employee experience standards are maintained
• Handle incoming calls, calendars, and general administrative support as needed
• Provide ad hoc support to leadership and cross-functional teams on special projects and office initiatives
• Help foster a positive, collaborative, and service-oriented office culture

Qualifications:

• 14+ years of experience in hospitality, guest services, luxury retail, or office coordination required
• Prior experience within a high-end restaurant, luxury hotel, private club, fine dining, or other elevated hospitality environment strongly preferred
• Exceptional interpersonal and communication skills with a hospitality-first mindset
• Professional, polished, and customer-service oriented demeanor
• Highly organized with strong attention to detail and ability to multitask in a fast-paced environment
• Proactive and resourceful with a no-task-too-small mentality
• Comfortable interacting with executives, clients, and high-profile guests
• Proficiency in Microsoft Office and Google Suite preferred

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