Front Office Coordinator

Career Group; Santa Clara (CA); On-site; USD 72,000 - 88,000; Full time

Job summary

Career Group is seeking a polished Receptionist/Front Office Coordinator for its newly opened Santa Clara office and incubator space. You will be the face of the office, delivering a hospitality-first experience to employees, guests, and visiting executives while ensuring smooth day-to-day operations.

This onsite role suits someone from hospitality or service backgrounds who thrives in a fast-paced, people-facing environment.

Qualifications

• 1–4+ years of experience in hospitality, guest services, luxury retail, or office coordination required.
• Exceptional interpersonal and communication skills with a hospitality-first mindset.
• Highly organized with attention to detail and ability to multitask in a fast-paced environment.

Responsibilities

• Greet and assist visitors while providing a polished, hospitality-driven experience.
• Manage front desk operations and maintain an organized reception area.
• Coordinate conference room scheduling and meeting preparation, including catering and beverages.
• Assist with day-to-day office operations including inventory, mail distribution, and facilities coordination.
• Support onboarding logistics for new hires including desk setup and access.
• Partner with vendors and building management to ensure a well-maintained office environment.
• Help coordinate internal events and team gatherings in the incubator space.
• Handle calls, calendars, and general administrative support as needed.

Skills

Hospitality experience

Guest services

Customer service

Office coordination

Tools

Microsoft Office

Google Suite

Job description

Our client, a global investment firm, is seeking a polished and hospitality-driven Receptionist/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 $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:

• 1–4+ 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