Front Desk & Office Coordinator (Entry-Level)

Anatomage; Santa Clara (CA); Hybrid; USD 30,000 - 39,000; Full time

Benefits offered by this job

Health, Dental, and Vision coverage

401K with employer matching

Generous PTO and holidays

Casual work culture

Catered lunches and snacks

Job summary

Anatomage is seeking an entry-level Receptionist to provide administrative support to our office staff at the Santa Clara headquarters. The position is full time, 9:00 am–5:00 pm, on-site, and pays $25.00 per hour.

The ideal candidate should be organized, detail-oriented, and possess strong communication skills, with excellent verbal and written abilities. No prior administrative experience is required; a high school diploma or equivalent is sufficient.

Qualifications

• High school diploma or equivalent required.
• No administrative experience required.
• Excellent organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks.
• Professional demeanor and appearance.
• Ability to work independently and as part of a team.

Responsibilities

• Answer front desk phone calls, respond to emails, and greet visitors.
• Schedule weekly catering and set up/clean up.
• Coordinate and order office supplies and equipment.
• Handle confidential information with discretion.
• Schedule appointments and maintain calendars for the office staff.
• Travel bookings.
• Organizing, filing and scanning documents.
• Other duties as assigned.

Skills

Organization skills

Verbal communication

Written communication

Multitasking

Education

High school diploma or equivalent

Job description

Who is Anatomage?

Founded in 2004, Anatomage is a global leader in healthcare technology, specializing in 3D medical imaging and visualization. We are dedicated to digitizing real human bodies into interactive, fully functional digital models to transform how anatomy and physiology are taught and studied. Our groundbreaking products, including the Anatomage Table, a life-sized virtual dissection platform, are trusted by over 4,000 institutions worldwide. At the forefront of innovation, Anatomage is setting new standards in medical education and advancing healthcare through technology.

At Anatomage, there is an opportunity to work alongside the best in the field. With a diverse group of people from various technical, clinical, and artistic backgrounds, Anatomage provides a culture where distinguished individuals can work and collaborate in an organic manner. Our team members all bring unique strengths and talents to their group and embrace each other's diverse perspectives. Anatomage offers a distinct work experience with an exceptional opportunity to develop careers. Our philosophy is to foster a dynamic work environment, and we are proud to let our employees' knowledge and responsibilities grow with the company.

About the Role

We are seeking an organized, personable, and detail-oriented Receptionist to support the day-to-day operations of our corporate office. This position serves as the first point of contact for visitors and callers while providing general administrative and operational support to employees and office staff.

The ideal candidate is dependable, professional, service-oriented, and able to manage multiple responsibilities in a fast-paced office environment. This is an excellent opportunity for an individual looking to develop their administrative and office operations experience.

Position Details:

• Employment Type: Full-Time, Non-Exempt
• Schedule: Monday–Friday, 9:00 AM–5:00 PM
• Work Location: On-site at our San Jose, CA 95134 headquarters
• LOCAL CANDIDATES PREFERRED
• Compensation: $25.00 per hour

What You’ll Do:

• Front Desk & Reception: Serve as the primary point of contact for incoming phone calls, emails, and visitors; greet guests warmly & professionally, and direct inquiries to the appropriate personnel.
• Office & Administrative Support: Perform general clerical and administrative duties, including organizing, filing, scanning, and maintaining documents and records.
• Office Meal Coordination: Manage the company's onsite catering schedule, coordinate meal orders and deliveries, and assist with daily lunch setup and cleanup.
• In-Office Events & Activities: Assist with coordinating company events, celebrations, and employee activities. Responsibilities include ordering refreshments, treats, and event supplies; receiving deliveries; preparing and setting up event spaces; and handling post-event cleanup.
• Office Supplies & Inventory: Monitor inventory levels and coordinate the ordering, receiving, and stocking of office supplies, equipment, snacks, and beverages.
• Mail & Deliveries: Receive, sort, organize, and distribute incoming mail and package deliveries.
• Calendar & Appointment Coordination: Schedule appointments, coordinate meetings, and maintain calendars for office staff as needed.
• Travel Coordination: Assist with booking business travel arrangements, including flights, accommodations, and other related reservations.
• Confidentiality: Handle sensitive company and employee information with discretion and maintain appropriate confidentiality.
• Perform other administrative and operational duties as assigned.

Skills and Abilities Required:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks, multitask, and manage competing deadlines.
• Ability to work independently with minimal supervision while collaborating effectively with others.
• Basic proficiency in Microsoft Office or Google Suite applications (We use Google Suite)
• Professional and customer-service-oriented approach when interacting with employees, visitors, and external contacts.

Qualities We Look For:

• Friendly, approachable, and welcoming demeanor.
• Dependable, responsive, and proactive.
• Adaptable and able to work effectively in a changing environment.
• Patient, resourceful, and solutions-oriented.
• Professional conduct and presentation.

Minimum Education and Experience Required:

• High school diploma or equivalent required.
• No prior administrative or receptionist experience required.
• Previous customer service or office experience is a plus, but not required.

Physical Requirements:

• Ability to sit for extended periods while performing reception and administrative duties.
• Ability to stand, walk, and move throughout the office as needed.
• Ability to occasionally lift, carry, push, or pull packages and deliveries weighing up to 25 pounds.
• Ability to bend, reach, and handle packages when receiving, organizing, or distributing deliveries.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

What We Offer

• Health, Dental, and Vision insurance for you and your family
• 401K savings plan with employer matching
• Paid time off and paid holidays
• Welcoming and casual work culture
• Team bonding activities and events, daily catered lunches, ample snacks & beverages (and more!) at our office!

Anatomage is an Equal Employment Opportunity employer. We do not offer H1B Sponsorship at this time. Local candidates preferred.

Fraud Recruitment Disclaimer

It has come to our notice that fraudulent and fictitious job opportunities are being circulated on the Internet. Prospective candidates are being contacted by certain individuals, mainly through telephone calls, emails and correspondences, claiming they are representatives, subsidiaries or under contract with Anatomage, Inc., and, thus, pretending to represent Anatomage. The main purpose of these correspondences and announcements is to obtain privileged information from individuals, or to induce people to pay a fee for services related to recruitment or training or a new role.

Anatomage does not:

1. Send job offers from free email services like Gmail, Yahoo mail, Hotmail, etc.;
2. Request payment of any kind from prospective candidates for employment or any sort of fees;
3. Authorize anyone to either collect money or arrive at any monetary arrangement in return for a job at Anatomage; and
4. Request or require personal documents like bank account details, tax forms or credit card information as part of the recruitment process.

Legitimate emails from @anatomage.com domains are from the organization, anything outside of the stated domain is likely a scam and fraudulent email. If you have received an offer from any domain other than @anatomage.com, it is likely a scam and not a legitimate offer. Please do not provide any personal information to the imposters posing as recruiters or the HR manager of Anatomage, Inc. We recommend blocking and reporting their accounts for unauthorized and fraudulent behaviors.