Front Desk & Office Experience Coordinator

Vaco by Highspring; Mountain View (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Vaco by Highspring in Mountain View, CA is seeking a Front Desk & Office Experience Coordinator for a 6-month, fully on-site contract. You will be the first point of contact for employees and visitors, coordinating events, and supporting daily office operations in a fast-paced environment.

The role emphasizes hospitality, organization, and proactive problem-solving, with responsibilities spanning guest experience, event planning, and recruiting coordination.

Qualifications

• Warm, polished, and professional presence with strong interpersonal skills.
• Outgoing and energized by interacting with people throughout the day.
• Positive, upbeat, and service-oriented.
• Proactive, resourceful, and able to execute ideas independently.

Responsibilities

• Greet employees, visitors, candidates, and guests with a warm, professional demeanor.
• Manage front desk inquiries, calls, deliveries, and mail to ensure a smooth experience.
• Plan, coordinate, and run team events, offsites, and activities from concept to execution.
• Support office operations: supplies, lunches, meeting setups, and day-to-day needs.
• Assist HR & Recruiting coordination: schedule interviews and onboarding logistics.

Skills

Front desk coordination

Event planning

Office operations

Vendor management

Job description

Front Desk & Office Experience Coordinator

6-Month Contract | Full-Time | On-Site | Mountain View, CA

About the Opportunity

Our client, a growing technology company in Mountain View, CA, is seeking an outgoing, polished, and highly organized Front Desk & Office Experience Coordinator for a 6-month contract.

This is a highly visible, people-focused role for someone who genuinely enjoys connecting with others and creating a welcoming, positive office environment. You will serve as the first point of contact for employees, visitors, candidates, and guests while also supporting office operations, team events, offsites, and employee activities.

The ideal candidate is proactive, resourceful, and naturally organized – someone who can take an idea from concept to execution and confidently coordinate the details along the way.

This position is 100% on-site, Monday through Friday, at the client’s Mountain View headquarters.

What You’ll Do

Front Desk & Guest Experience

• Welcome employees, visitors, candidates, and guests with a warm, professional, and polished presence.
• Serve as the first impression of the organization and create a positive experience for everyone entering the office.
• Manage incoming calls, deliveries, mail, and front desk inquiries.
• Build strong relationships with employees and guests and contribute positive energy to the workplace.
• Keep reception and common areas clean, organized, and welcoming.

Event, Offsite & Activity Planning

• Research venues, vendors, and event options for team offsites, happy hours, celebrations, and employee activities.
• Develop clear comparisons of options, including location, cost, capacity, pros/cons, and recommendations.
• Coordinate end-to-end event logistics, including booking, catering, transportation, supplies, and day-of execution.
• Bring creative ideas for food, activities, entertainment, and team experiences.
• Coordinate with vendors, delivery services, and external partners to ensure everything runs smoothly.
• Take ownership of logistics and confidently \"run point\" when coordinating errands, vendors, and event details.

Office Operations

• Maintain office supplies, snacks, pantry items, and other everyday essentials.
• Coordinate lunch orders, meeting room setup, deliveries, and other day-to-day office needs.
• Proactively identify what the office or team needs and take action without waiting to be asked.
• Support miscellaneous administrative and office-related projects as needed.

HR & Recruiting Coordination

• Schedule and coordinate candidate interviews across multiple stakeholders.
• Support onboarding logistics, including desk setup, welcome materials, and first-day coordination.
• Assist with recruiting events, employee activities, and other People Team initiatives.

What We’re Looking For

• Warm, polished, and professional presence with strong interpersonal skills.
• Genuinely outgoing and energized by interacting with people throughout the day.
• Positive, upbeat, and naturally service-oriented.
• Proactive, resourceful, and willing to jump in and get things done.
• Strong organizational and research skills with excellent attention to detail.
• Able to independently research options, compare trade-offs, and make clear recommendations.
• Natural planner who enjoys coordinating events, meals, activities, and logistics.
• Comfortable coordinating vendors, delivery services, and outside partners.
• Able to manage multiple priorities in a fast-paced environment.
• Reliable, responsive, and comfortable working independently.
• Strong verbal and written communication skills.

Preferred Qualifications

• Previous experience in front desk, reception, office/workplace coordination, hospitality, event planning, executive support, or a similar role.
• Experience coordinating events, offsites, employee activities, or workplace programs.
• Professional fluency in English and Mandarin Chinese is a plus.

Contract Details

• Contract Length: 6 months
• Employment Type: Full-time contract
• Location: Mountain View, CA
• Work Arrangement: 100% on-site
• Schedule: Monday-Friday

Why This Opportunity?

This is an excellent opportunity for someone who enjoys being at the center of a busy workplace and wants a role that combines hospitality, office operations, event planning, and people coordination.

If you're someone who loves making things happen, enjoys working with people, and takes pride in creating a great workplace experience, we'd love to hear from you.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries (\"we,\" \"our,\" or \"Vaco by Highspring\") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here https://www.highspring.com/ai-use-notices/. Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).