Front Office Coordinator

Summary

Join Smartsheet as a Front Office Coordinator and provide administrative and operational support to employees, visitors, and vendors. You will act as Tier 1 incident management for US offices, manage access cards and vaccination verification, and create a welcoming atmosphere for guests. Responsibilities include managing mail and packages, reviewing calendars, maintaining documentation, and providing general office support. This role requires 0-2 years of relevant experience, strong communication and interpersonal skills, and the ability to work both independently and as part of a team. The position offers a competitive salary, comprehensive benefits, and opportunities for professional growth.

Requirements

• 0-2 years of relevant experience
• A passion for customer service
• Strong communication skills, both written and verbal
• Strong interpersonal skills
• Ability to interact at all levels with internal and external clients in a professional, thoughtful manner
• Ability to work well both as member of a team and independently
• Ability to maintain a flexible schedule depending on needs of office/team
• Ability to self-manage time effectively in a hybrid work environment with fluctuating office occupancy
• Ability to move throughout the facility (standing, walking, kneeling, or bending) for extended periods of time and ability to lift boxes or equipment up to 50 lbs. as needed

Responsibilities

• Act as Tier 1 incident management for our US offices by intaking, responding to, and rerouting or resolving all reported incidents
• Manage the temporary access card process for employees and vendors
• Complete vaccination verification process for employees
• Manage employee access request for those visiting from another office location
• Create a friendly and welcoming atmosphere for guests by assisting them with the sign in process using out visitor management platform, Traction Guest and confirming vaccination status
• Manage general email correspondence
• Be a helpful resource for our employee base
• Manage incoming mail and packages, including daily retrieval from the building mailroom and logging in the delivery tracking system
• Review internal operations calendar and meeting reporting to maintain awareness of in-office activities
• Create new and maintain existing process documentation as needed to ensure consistent programming and team operations
• Accept catering deliveries and communicate with meeting hosts as needed
• General office/team support as needed

Benefits

• HSA, 100% employer-paid premiums, or buy-up medical/vision and dental coverage options for full-time employees
• Equity - Restricted Stock Units (RSUs) for eligible roles
• 401k Match to help you save for your future (50% of your contribution up to the first 6% of your eligible pay)
• Monthly stipend to support your work and productivity
• 15 days PTO, plus Incidental Sick Leave
• Up to 24 weeks of Parental Leave
• Personal paid Volunteer Day to support our community
• Opportunities for professional growth and development including access to Udemy online courses
• Company Funded Perks, including a counseling membership, local retail discounts, and your own personal Smartsheet account
• Teleworking options from any registered location in the U.S. (role specific)
• US employees are automatically covered under Smartsheet-sponsored life insurance, short-term, and long-term disability plans
• US employees receive 12 paid holidays per year