Workplace Front Desk Coordinator

HR Tech Job; Palo Alto (CA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Comprehensive medical coverage

Unlimited PTO

401(k) plan with matching

12 weeks paid parental leave

Employee Stock Purchase Plan

Job summary

HR Tech Job is seeking a Front Desk Coordinator for their Palo Alto office. This full-time role requires managing day-to-day front desk operations, ensuring a welcoming environment for employees and visitors. You'll work collaboratively with various teams, addressing operational issues proactively.

The ideal candidate has experience in customer-facing roles, strong organizational skills, and the ability to communicate effectively. Benefits include comprehensive medical coverage, unlimited PTO, and a 401(k) plan with matching.

Qualifications

• Experience in front desk or customer-facing operations.
• Strong organizational and follow-through skills.
• Professional written and verbal communication.

Responsibilities

• Own the front desk experience as the primary contact.
• Manage daily office operations and supply procurement.
• Coordinate logistics for onsite events and workplace initiatives.

Skills

Organizational skills

Written and verbal communication skills

Customer service

Problem-solving

Workplace technology proficiency

Job description

As a Front Desk Coordinator on Upwork's Workplace Team, you will own the day‑to‑day experience at the front of house, ensuring every employee, visitor, and partner encounters a welcoming, organized, and professionally managed environment. This is a full‑time, onsite role requiring daily presence at our headquarters, Monday through Friday. You will work with moderate independence across Workplace, Admin, IT, Security, and cross‑functional teams, proactively identifying and resolving operational issues before they affect the employee experience. If you take pride in running a tight operation, communicating clearly across stakeholders, and continuously improving the systems and processes you own, this role is a strong fit.

Responsibilities:

• Own the front desk experience end to end, serving as the primary point of contact for employees, guests, vendors, and contractors while upholding workplace security protocols consistently
• Monitor and escale unauthorized access attempts, tailgating, suspicious activity, and workplace safety concerns, taking initiative to address issues within your scope before escalating when needed
• Manage daily office operations including supply procurement, mail distribution, badge administration, meeting room readiness, and workplace organization, proactively identifying gaps and resolving them
• Coordinate logistics for onsite events, team gatherings, and workplace initiatives, including scheduling, vendor communication, and post‑event follow‑through
• Respond to employee workplace requests with urgency and professionalism, tracking open items, maintaining accurate records, and closing the loop with employees on resolution
• Apply AI tools to draft workplace communications, synthesize incoming requests, and streamline administrative workflows, iterating on outputs to ensure accuracy and appropriate tone before distribution
• Surface patterns in recurring requests or operational friction to teammates and the broader Workplace team, contributing ideas for process improvement

What It Takes to Catch Our Eye:

• Demonstrated experience in front desk, workplace, hospitality, administrative, or customer‑facing operations, with the ability to manage your workload independently across competing priorities
• Strong organizational and follow‑through skills, with a track record of keeping operations running smoothly and catching issues before they escalte
• Clear, professional written and verbal communication skills with a collaborative approach and the composure to handle urgent or sensitive situations with good judgment
• Comfort adopting and optimizing workplace technologies, collaboration tools, and AI‑assisted workflows, including the habit of reviewing and refining AI‑generated outputs before use
• A proactive, curious mindset with a genuine interest in improving processes, supporting teammates, and contributing to a workplace experience that employees notice and appreciate

While we have a physical office in Palo Alto, we currently hire full‑time employees in 34 U.S. states, making it easier than ever to join our mission from wherever you call home.

We’re proud to offer benefits that go beyond the basics, including comprehensive medical coverage for you and your family, unlimited PTO, a 401(k) plan with matching, 12 weeks of paid parental leave, and an Employee Stock Purchase Plan.

Upwork is an Equal Opportunity Employer committed to recruiting and retaining a diverse and inclusive workforce. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or other legally protected characteristics under federal, state, or local law.

Please note that a criminal background check may be required once a conditional job offer is made. Qualified applicants with arrest or conviction records will be considered in accordance with applicable law, including the California Fair Chance Act and local Fair Chance ordinances. The Company is committed to conducting an individualized assessment and giving all individuals a fair opportunity to provide relevant information or context before making any final employment decision.