Receptionist/Office Services Coordinator

Wilshire Advisors•Santa Monica, CA

15h•Onsite

About The Position

The Office Services Coordinator is responsible for ensuring smooth daily operations in front desk management, guest services, office administration, event planning, and vendor relationships. This role serves as the primary point of contact for visitors, vendors, and internal teams, delivering excellent service and maintaining an organized, welcoming environment. This is an on-site role based in the Santa Monica office. The schedule is Monday–Friday, 8:00 AM–5:00 PM (inclusive of a lunch break).

Requirements

Strong organizational and multitasking skills
Excellent communication and interpersonal abilities
Excellent verbal and written communication skills
Proficiency in Microsoft Office Suite and SharePoint
1+ year of previous experience as a receptionist in a professional environment
Ability to be punctual and maintain a satisfactory attendance record
Excellent organizational skills; detail-oriented with the ability to work under pressure
Ability to multitask and handle multiple incoming calls and guest check-ins
Ability to maintain confidentiality and handle sensitive information
Comfortable interacting with high-level business individuals

Nice To Haves

Experience in event planning and vendor coordination preferred
Financial services industry experience is a plus

Responsibilities

Manage main phone line: Answer calls, Transfer to voicemail, Verify email addresses
Coordinate guest access through Symmetry, Communicate with employees for in-person or virtual attendance
Greet guests: Assist with sign-in, Offer beverages, Provide Wi-Fi access, Assist with luggage storage, Parking validation upon arrival and departure
Serve as the face of Wilshire by being positive, friendly, and professional
Preparing breakfast and snack stations, Start the coffee machines, Maintaining cleanliness, Unload the dishwasher, Load dirty cups left after hours
Collect and sort mail as needed, Log packages, Notify recipients, Maintain compliance documentation for gifts, Scan and upload the package and guest logs to SharePoint, Handle FedEx shipping and label creation
Book and prepare conference rooms, Set up the boardroom for major meetings with refreshments, Communicate with meeting organizers to address special requests and resolve technical issues
In coordination with HR, plan and host Santa Monica office events (Holiday parties, Team activities, Happy hours, Food drives, Other events)
Coordinate vendor access and compliance (Certificate of Insurance), Serve as the primary vendor contact, Guide vendors onsite and update relevant stakeholders
Manage pantry restocking and vending machine service, Ensure proper presentation and timely communication, Upload receipts to SharePoint and compile a monthly PDF for finance submission
Serve as the primary contact for office announcements and administrative inquiries Santa Monica
Manage business card orders, Proofing, Invoicing, Maintain a reorder spreadsheet, Coordinate swag and merchandise with vendors and prepare pricing presentations, Submit PO requests, Notify building security of special events, Submit maintenance requests
Maintain pantry and beverage inventory; restock kitchen and boardroom, Organize office spaces, Manage air purifier filter replacements, Unbox snack shipments and keep the pantry organized, Overseeing cleanliness, safety, and maintenance of the front desk, lobby, common spaces, and conference rooms
Serve as Employee Transportation Coordinator, Collaborate with consultants for yearly city reporting
Coordinate Miles IT on-site tech support for conference room equipment, Assist Miles IT, when needed, with laptop setups, Prepare laptops for shipment
Manage access badges, as needed Santa Monica (Create new suite badges, Request new building badges, Request new parking badges)
Manage monthly parking agreements, Track and purchase validations for local structures
Ship the welcome merchandise to new hires, Assist with interview scheduling, Assist with new hire meeting scheduling, Support internship program candidate screening and gift purchases
Clean the kitchen, Restock supplies, Run the coffee machine cleaning cycle, Start the dishwasher, Reload the snack baskets
Other duties as assigned