Front Desk Coordinator

Do the best work of your career as a champion for small and mid-size businesses.

BILL is a leader in financial automation software for small and midsize businesses (SMBs). As a champion of SMBs, we are dedicated to automating the future of finance so businesses can thrive. Hundreds of thousands of businesses trust BILL solutions to manage financial workflows, including payables, receivables, and spend and expense management. With BILL, businesses are connected to a network of millions of members, so they can pay or get paid faster. Through our automated solutions, we help SMBs simplify and control their finances, so they can confidently manage their businesses, and succeed on their terms. 

BILL is a trusted partner of leading U.S. financial institutions, accounting firms, and accounting software providers. We have operations in San Jose, CA, Draper, UT, Houston, TX and are continuing to expand into other geographic locations. If you’re looking for a place that helps you do the best work of your career, look no further than BILL.

Make Your Impact Within a Rapidly Growing Fintech Company.

BILL’s Safety and Security team is committed to ensuring the well-being and safety of all its employees. Through strategic partnerships and technology solutions, and being part of the Workplace Experience team, we contribute to creating a safe environment where our BILLders do their best work. 

We are looking for a highly motivated candidate who can craft and maintain a welcoming and secure environment for our employees, vendors and guests. You are critical in promoting a culture that makes employees love coming to work every day. You excel in customer service and ensure stakeholders are accommodated when they reach out to the reception desk.

You can work independently while providing exceptional customer service. You will be the first point of contact for all visitors and employees, ensuring they feel accommodated and supported by the Safety & Security team. In this role, you will manage daily front desk operations, maintain security protocols, and ensure timely communication of updates to relevant stakeholders. Your strong communication skills and ability to make quick decisions in a fast-paced environment will be key to your success in this position.

This role is based in our San Jose’s office and requires an on-site presence 5 days a week with occasional after hours work as needed; remote work or relocation will not be available. 

Responsibilities:

• Welcome, greet and assist employees, visitors, and guests with exceptional customer service.
• Various business administration duties including badge processing for employees.
• Sign in visitors, event guests, and employee requests through effective prioritization. 
• Manage the mail room and ensure packages are received, organized, distributed or shipped accordingly and replenishment of mailroom supplies.
• Collaborate closely with Safety & Security members and Workplace Services to provide outstanding support.
• Act as a member of the emergency response team under security, supporting in emergency situations.
• Escalate incidents to the security team as needed and promote a culture of security awareness.
• Maintain a clean and organized front desk area and ensure all materials are up to date.
• Professional attire, aligned with business casual dress code, is required. 
• Stay informed about company policies, procedures, and events to assist visitors and employees effectively.
• Continuously seek to improve front desk operations and enhance the visitor experience.

Professional Experience Requirements:

• 1-3+ years of experience in hospitality, workplace services, and/or customer service
• Strong English verbal and written communication skills
• Workplace related experience in the hospitality field  
• Experience in badge administrating 
• Punctuality, reliability and the ability to maintain a professional demeanor
• Ability to handle sensitive or confidential information with discretion
• Collaborative and positive mindset

Additional job requirements:

• Consistent onsite availability during business hours
• Prompt and timely response to all communications 
• Ability to escalate communications during facility emergency related incidents 
• Ability to assist during emergency incidents such as building evacuations
• Ability to work in a fast-paced environment
• Proficiency in Google Workspace, OfficeSpace, Jira, Envoy, Brivo desired
• Ability to inspect and walk buildings, staircases, and the overall site as needed
• Work is mostly performed in an office environment and requires the ability to operate standard