Front Office Coordinator (Onsite)

Sunnyvale, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $33,500.00 - $65,500.00

Work Schedule

Standard Hours

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Life insurance

accident insurance

401(k) Plan

Roth 401(k) option

Tax-advantaged accounts

educational expense reimbursement

Paid parental leave

Digital mental health services

Flexible work hours

training programs

Employee wellness programs

charitable matching gift program

Job Description

Gallagher is a leading global insurance brokerage, risk management, and consulting firm that has built a strong reputation by helping clients face risks with confidence. Established over 95 years ago, Gallagher has grown into a trusted industry leader dedicated to protecting businesses so they can thrive, innovate, and lead in their respective markets. With a comprehensive digital ecosystem supporting its services, including advanced data analytics and client-centric consulting tools, Gallagher empowers its teams to deliver exceptional service and build lasting trust with clients. The company culture is deeply rooted in teamwork, integrity, and a commitment to doing the right thing. Gallagher values curiosity, new ideas, and fosters an environment where employees can take ownership of their careers while making meaningful impacts in the business community. Its firm commitment to inclusion and diversity is integral, promoting equal opportunity and embracing the unique perspectives and talents of every employee. These efforts have solidified Gallagher as a preferred employer and strategic partner in risk management and insurance solutions worldwide.

The Front Office Coordinator role at Gallagher is an essential position focused on ensuring an excellent client and visitor experience at their San Jose, California office. As the first point of contact for anyone entering the office, this role sets the tone for professionalism and hospitality right from arrival to departure. The successful candidate will be tasked with managing front desk operations, greeting visitors, directing phone calls, coordinating meetings, and supporting internal teams with administrative and operational needs. This fully onsite position demands someone with strong organizational skills, attention to detail, and a proactive approach to maintaining an inviting and efficiently run office environment. Beyond traditional receptionist duties, the Front Office Coordinator will facilitate seamless meetings through room preparation and refreshments, manage office supplies and logistics, and provide comprehensive support for internal clients and event coordination. This dynamic role provides ample opportunity for problem-solving, customer service excellence, and contributing to a positive workplace atmosphere. Gallagher offers a competitive full-time compensation package, inclusive benefits starting from day one, and a commitment to employee professional growth and wellbeing. Individuals who thrive in collaborative settings and enjoy playing a key role in delivering outstanding client service will find this role rewarding and impactful within a globally respected company.

Job Requirements

High school diploma
No experience required, though preferred 3+ years of relevant experience
Excellent interpersonal and verbal communication skills
Ability to manage front desk and client reception duties
Strong organizational skills with attention to detail
Ability to coordinate meeting logistics and office operations
Proactive and service-oriented mindset
Ability to handle multiple requests and prioritize work effectively
Must be able to work onsite at 1732 N. First Street, San Jose, CA 95112

Job Qualifications

High school diploma
Good interpersonal and verbal communication skills
Preferred 3+ years of relevant experience
Ability to provide excellent customer service
Strong organizational and multitasking abilities
Proactive and detail-oriented approach
Comfortable working in a fast-paced office environment
Ability to coordinate multiple tasks and adapt to changing priorities
Strong teamwork and collaboration skills

Job Duties

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 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, including room setup and refreshments arrangement
Anticipate client and meeting needs, providing real-time support during meetings including troubleshooting
Maintain overall office organization, including stocking supplies and managing kitchen and breakroom areas
Coordinate with IT and facilities for office equipment and access issues
Support internal staff with scheduling, meeting room reservations, and administrative requests
Manage office records and assist with special projects as needed
Coordinate office events, client meetings, and team gatherings
Support planning and execution of company functions ensuring quality attendee experience