Front Desk Coordinator - Bill.com : Job Details

Innovate with purpose

At BILL, we believe in empowering the businesses that drive our economy. By replacing outdated financial processes with innovative tools, we help businesses-from startups to established brands-make smarter decisions and gain control of their operations. And we don't stop there: we're creating the future of financial automation so businesses can spend more time on what matters.

Working here means you become part of a vision-driven team that's ready to tackle challenges and build cutting-edge solutions. We value purpose, drive, and curiosity-and we thrive in a fast-paced, ever-changing environment. Whether in one of our offices in San Jose, CA, Draper, UT, or working remotely, BILLders collaborate to deliver real impact for businesses that need more time in their busy weeks.

At BILL, we listen, learn, and lead-fostering collaboration and a drive for continuous growth. We're committed to building a diverse and inclusive workplace that values each person's unique skills and experiences. Even if you don't meet every requirement, we'd love to hear from you-you might be just what we're looking for, whether in this role or another.

Let's give businesses more time for what matters.

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 office equipment and to lift and carry parcels, packages and other items up to 25lbs.

* Model behaviors that are aligned with BILL values

The estimated hourly range for this role is noted below for our office location in San Jose, CA. Our ranges for each role and job level are based on a variety of factors including candidate experience, expertise, and geographic location and may vary from the amounts listed above. The role is also eligible for a competitive benefits package that includes: medical, dental, vision, life and disability insurance, 401(k) retirement plan, flexible spending & health savings account, paid holidays, paid time off, and other company benefits.

San Jose pay range

$23.56-$28.51 USD

What's in it for you?

Redefining how businesses automate their work is a fast-paced, exciting, and fun environment. But we also have benefits and perks to ensure the magic isn't only experienced by our customers, but by our employees as well.

Here is a preview of some of the amazing benefits here at BILL:

* 100% paid employee health, dental, and vision plans (choose HMO, PPO, or HDHP)

* HSA & FSA accounts

* Life Insurance, Long & Short-term disability coverage

* Employee Assistance Program (EAP)

* 11+ Observed holidays and wellness days and flexible time off

* Employee Stock Purchase Program with employee discounts

* Wellness & Fitness initiatives

* Employee recognition and referral programs

* And much more

Don't believe us? Check out our culture, benefits, and teams on our career site, LinkedIn Life, or YouTube pages.

BILL is an Equal Opportunity Employer that values diversity and inclusion. We believe our best ideas come from the unique stories, perspectives, and experiences of our team members. We welcome people of all backgrounds, abilities, and identities to bring their authentic selves and contribute to our culture.

We are committed to a transparent, inclusive hiring process that reflects our values. If you need accommodations at any stage, please contact [email protected].