Front Office Coordinator

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

Benefits offered by this job

Temp-to-perm

Onsite role in Santa Clara

Job summary

Career Group is assisting a client with a Receptionist/Front Office Coordinator role in Santa Clara, CA. The position is onsite and temp-to-perm, paying $80k per year. You will welcome guests, manage front desk operations, and coordinate meetings within a newly opened incubator space.

Ideal candidates come from service or hospitality backgrounds, thrive in a fast-paced environment, and excel in customer service, relationship-building, and multitasking with a professional, polished demeanor.

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.

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.

Skills

Hospitality experience

Guest services

Customer service

Communication

Organizational skills

Professional demeanor

Multitasking

Interpersonal skills

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