Front Office Coordinator (Onsite)

Front Office Coordinator

At Gallagher, we help clients face risk with confidence because we believe that when businesses are protected, they're free to grow, lead, and innovate. You'll be backed by our digital ecosystem: a client-centric suite of consulting tools making it easier for you to meet your clients where they want to be met. Advanced data and analytics providing a comprehensive overview of the risk landscape is at your fingertips. Here, you're not just improving clients' risk profiles, you're building trust. You'll find a culture grounded in teamwork, guided by integrity, and fueled by a shared commitment to do the right thing. We value curiosity, celebrate new ideas, and empower you to take ownership of your career while making a meaningful impact for the businesses we serve.

We are seeking a highly organized and service-oriented Front Office Coordinator to support our day-to-day office operations with a strong focus on client experience. This role serves as the first point of contact for clients and visitors, ensuring a professional, welcoming, and seamless experience from arrival through departure. In addition to front-desk responsibilities, this position supports internal teams to ensure meetings, communications, and office functions run efficiently. The ideal candidate is proactive, detail-oriented, and takes pride in delivering a high level of service to both clients and staff. This is a fully onsite role located on 1732 N. First Street, San Jose, CA 95112.

How you'll make an impact:

• Client-Facing & Reception Duties
  • Serve as the first point of contact for clients, visitors, and vendors, creating a professional and welcoming environment.
  • Greet and assist visitors, ensuring a smooth check-in process and notifying the appropriate staff promptly.
  • Answer and direct phone calls in a friendly, professional manner.
  • Ensure reception and common areas are clean, organized, and client-ready at all times.
  • Manage incoming and outgoing mail, packages, and deliveries efficiently.
• Client Experience & Meeting Support
  • Coordinate and prepare meeting rooms for client meetings, ensuring rooms are clean, organized, and fully set up prior to arrival.
  • Arrange refreshments, catering, or lunches for client meetings as needed.
  • Anticipate client and meeting needs, ensuring a seamless and positive experience.
  • Provide real-time support during meetings, including troubleshooting basic issues or coordinating additional requests.
• Office Coordination
  • Maintain overall office organization, ensuring supplies are stocked and workspaces are presentable.
  • Stock and maintain kitchen and breakroom areas, including beverages, snacks, and supplies.
  • Coordinate with IT and facilities to address any office or equipment issues promptly.
  • Manage office access, including keys, badges, and visitor coordination.
• Internal Client Support
  • Support staff with scheduling and reserving meeting rooms.
  • Assist with setting up internal meetings, including room configuration and materials.
  • Fulfill administrative requests from internal teams in a timely and professional manner.
  • Order meals, refreshments, or supplies for internal meetings and team needs.
  • Provide day-to-day operational support and assist with ad hoc requests as needed.
• Administrative Support
  • Order and manage office supplies, snacks, and operational materials.
  • Maintain office records, directories, and logs.
  • Assist departments with administrative tasks or special projects as needed.
• Event Coordination
  • Coordinate office events, client meetings, and team gatherings.
  • Support planning and execution of company functions, ensuring a high-quality experience for attendees.

About You Required: High school diploma; no experience required. Preferred: 3+ years of relevant experience. Behaviors: Good interpersonal and verbal communication skills highly desirable.

Compensation and benefits We offer a competitive and comprehensive compensation package. The base salary range represents the anticipated low end and high end of the range for this position. The actual compensation will be influenced by a wide range of factors including, but not limited to previous experience, education, pay market/geography, complexity or scope, specialized skill set, lines of business/practice area, supply/demand, and scheduled hours. On top of a competitive salary, great teams and exciting career opportunities, we also offer a wide range of benefits. Below are the minimum core benefits you'll get, depending on your job level these benefits may improve: Medical/dental/vision plans, which start from day one! Life and accident insurance 401(K) and Roth options Tax-advantaged accounts (HSA, FSA) Educational expense reimbursement Paid parental leave Other benefits include: Digital mental health services (Talkspace) Flexible work hours (availability varies by office and job function) Training programs Gallagher Thrive program elevating your health through challenges, workshops and digital fitness programs for your overall wellbeing Charitable matching gift program And more...

The benefits summary above applies to fulltime positions. If you are not applying for a fulltime position, details about benefits will be provided during the selection process. We value inclusion and diversity. Gallagher embraces our employees' diverse identities, experiences and talents, allowing us to better serve our clients and communities. We see inclusion as a conscious commitment and diversity as a vital strength. By embracing diversity in all its forms, we live out The Gallagher Way to its fullest. Gallagher believes that all persons are entitled to equal employment opportunity and prohibits any form of discrimination by its managers, employees, vendors or customers based on race, color, religion, creed, gender (including pregnancy status), sexual orientation, gender identity (which includes transgender and other gender non-conforming individuals), gender expression, hair expression, marital status, parental status, age, national origin, ancestry, disability, medical condition, genetic information, veteran or military status, citizenship status, or any other characteristic protected by applicable federal, state, or local laws. Equal employment opportunity will be extended in all aspects of the employer-employee relationship, including, but not limited to, recruitment, hiring, training, promotion, transfer, demotion, compensation, benefits, layoff, and termination. In addition, Gallagher will make reasonable accommodations to known physical or mental limitations of an otherwise qualified person with a disability, unless the accommodation would impose an undue hardship on the operation of our business.