Front Office Coordinator (Onsite)

Gallagher • San Jose, CA

13h • Onsite

About The Position

We are seeking a highly organized and service-oriented Front Office Coordinator to support our day-to-day office operations with a strong focus on client experience. This role serves as the first point of contact for clients and visitors, ensuring a professional, welcoming, and seamless experience from arrival through departure. In addition to front-desk responsibilities, this position supports internal teams to ensure meetings, communications, and office functions run efficiently. The ideal candidate is proactive, detail-oriented, and takes pride in delivering a high level of service to both clients and staff. This is a fully onsite role located on 1732 N. First Street, San Jose, CA 95112.

Requirements

• High school diploma
• no experience required
• Good interpersonal and verbal communication skills highly desirable

Nice To Haves

• 3+ years of relevant experience

Responsibilities

• Serve as the first point of contact for clients, visitors, and vendors, creating a professional and welcoming environment.
• Greet and assist visitors, ensuring a smooth check-in process and notifying the appropriate staff promptly.
• Answer and direct phone calls in a friendly, professional manner.
• Ensure reception and common areas are clean, organized, and client-ready at all times.
• Manage incoming and outgoing mail, packages, and deliveries efficiently.
• Coordinate and prepare meeting rooms for client meetings, ensuring rooms are clean, organized, and fully set up prior to arrival.
• Arrange refreshments, catering, or lunches for client meetings as needed.
• Anticipate client and meeting needs, ensuring a seamless and positive experience.
• Provide real-time support during meetings, including troubleshooting basic issues or coordinating additional requests.
• Maintain overall office organization, ensuring supplies are stocked and workspaces are presentable.
• Stock and maintain kitchen and breakroom areas, including beverages, snacks, and supplies.
• Coordinate with IT and facilities to address any office or equipment issues promptly.
• Manage office access, including keys, badges, and visitor coordination.
• Support staff with scheduling and reserving meeting rooms.
• Assist with setting up internal meetings, including room configuration and materials.
• Fulfill administrative requests from internal teams in a timely and professional manner.
• Order meals, refreshments, or supplies for internal meetings and team needs.
• Provide day-to-day operational support and assist with ad hoc requests as needed.
• Order and manage office supplies, snacks, and operational materials.
• Maintain office records, directories, and logs.
• Assist departments with administrative tasks or special projects as needed.
• Coordinate office events, client meetings, and team gatherings.
• Support planning and execution of company functions, ensuring a high-quality experience for attendees

Benefits

• Medical/dental/vision plans, which start from day one!
• Life and accident insurance
• 401(K) and Roth options
• Tax-advantaged accounts (HSA, FSA)
• Educational expense reimbursement
• Paid parental leave
• Digital mental health services (Talkspace)
• Flexible work hours (availability varies by office and job function)
• Training programs
• Gallagher Thrive program – elevating your health through challenges, workshops and digital fitness programs for your overall wellbeing
• Charitable matching gift program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED