Receptionist/Office Services Coordinator

Wilshire Advisors•Santa Monica, CA

9d•Onsite

About The Position

The Office Services Coordinator ensures smooth daily operations across front desk management, guest services, office administration, event planning, and vendor relationships. The role is the primary point of contact for visitors, vendors, and internal teams, providing service and maintaining an organized, welcoming office environment. This is an on-site position in Wilshire’s Santa Monica office, scheduled Monday through Friday, 8:00 AM–5:00 PM, including a lunch break. The coordinator manages front desk and guest services; mail, packages, and shipping; meeting and event support; vendor and food coordination; office administration, maintenance, and supplies; transportation coordination; technology and security coordination; parking and validations; recruitment support; and end-of-day closing tasks. The position also supports office announcements and administrative inquiries and performs other duties as assigned.

Requirements

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

Nice To Haves

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

Responsibilities

Manage the main phone line, including answering calls, transferring calls to voicemail, and verifying email addresses.
Coordinate guest access through Symmetry and communicate with employees about in-person or virtual attendance.
Greet visitors, assist with sign-in, offer beverages and Wi-Fi access, provide luggage storage, and handle parking validation.
Prepare breakfast and snack stations, start coffee machines, maintain cleanliness, and manage dishwasher tasks at the start of the day.
Collect and sort mail; log packages; notify recipients; maintain gifts compliance documentation; scan and upload package and guest logs to SharePoint; and handle FedEx shipping and label creation.
Book and prepare conference rooms, set up the boardroom with refreshments for major meetings, and work with meeting organizers on special requests and technical issues.
Plan and host Santa Monica office events in coordination with HR, including holiday parties, team activities, happy hours, food drives, and other events.
Coordinate vendor access and Certificate of Insurance compliance, serve as the primary vendor contact, guide vendors onsite, and update relevant stakeholders.
Manage pantry restocking and vending machine service; upload receipts to SharePoint and compile a monthly PDF for finance submission.
Serve as a primary contact for office announcements and Santa Monica administrative inquiries.
Manage business card orders, proofing, invoicing, a reorder spreadsheet, swag and merchandise coordination, pricing presentations, PO requests, event notifications to building security, and maintenance requests.
Maintain pantry and beverage inventory; restock the kitchen and boardroom; organize office spaces; replace air purifier filters; unpack snack shipments; and oversee cleanliness, safety, and maintenance of the front desk, lobby, common spaces, and conference rooms.
Serve as Employee Transportation Coordinator and collaborate with consultants on yearly city reporting.
Coordinate Miles IT on-site support for conference room equipment; assist with laptop setups as needed; prepare laptops for shipment; and manage access badges, including requesting suite, building, and parking badges.
Manage monthly parking agreements and track and purchase validations for local parking structures.
Ship welcome merchandise to new hires, assist with interview and new-hire meeting scheduling, and support internship candidate screening and gift purchases.
Complete end-of-day closing tasks, including cleaning the kitchen, restocking supplies, running the coffee machine cleaning cycle, starting the dishwasher, and reloading snack baskets.
Perform other duties as assigned.