Location: San Jose, Onsite

Job Summary:

We are seeking a friendly, professional, and highly organized Office Coordinator to serve as the welcoming face of our office while providing comprehensive support to our executive team and employees. This versatile role combines reception duties, executive assistance, and office coordination in a fast-paced, collaborative environment. The ideal candidate is naturally outgoing, detail-oriented, and thrives in a dynamic role where no two days are the same.

Responsibilities:

Reception & Front Office:

• Serve as the first point of contact for visitors, clients, and employees with a warm, professional demeanor
• Answer and direct incoming calls, take messages, and handle general inquiries
• Greet visitors, manage reception area, and coordinate visitor access and security protocols
• Handle mail distribution, package deliveries, and courier services

Executive Support:

• Provide administrative support to executives including calendar management and appointment scheduling
• Coordinate travel arrangements, itineraries, and expense reporting for leadership team
• Prepare meeting materials, take notes, and follow up on action items
• Handle confidential information and correspondence with discretion
• Assist with personal tasks and errands for executives as needed

Office Coordination:

• Oversee daily office operations and maintain a welcoming, organized work environment
• Manage office supplies inventory and coordinate with vendors for procurement
• Coordinate office events, team meetings, and company functions
• Support facility maintenance, space planning, and office setup needs
• Assist with new employee onboarding and general HR administrative tasks
• Maintain filing systems, company records, and office documentation
• Support internal communications and employee engagement initiatives
• Handle various administrative projects and tasks to support teams across the organization

Minimum Qualifications:

• High school diploma required
• 2+ years of experience in reception, administrative support, or office coordination roles
• Exceptional interpersonal and communication skills with a friendly, professional demeanor
• Strong organizational abilities and attention to detail
• Ability to multitask effectively while maintaining accuracy and composure
• Proficient in Microsoft Office Suite, calendar management systems, and office equipment
• Discretion when handling confidential information
• Professional appearance and positive attitude

Desired Qualifications

• Associate's degree or relevant certification in business administration or related field
• Experience supporting executives or senior management
• Previous experience in a fast-paced startup or tech environment
• Knowledge of office management software and vendor relations
• Experience with event planning and coordination
• Flexible, adaptable approach to changing priorities and responsibilities

The intent of this job description is to describe the major duties and responsibilities performed by incumbents of this job. Incumbents may be required to perform job-related tasks other than those specifically included in this description.

All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

A reasonable estimate of the pay range for this position is $50,000 - $68,000.  There are several factors taken into consideration in determining base salary, including but not limited to: job-related qualifications, skills, education and experience, as well as job location and the value of other elements of an employee’s total compensation package.