Receptionist/Office Services Coordinator
About The Position
The Office Services Coordinator ensures smooth daily operations in 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 excellent service and maintaining an organized, welcoming environment. This is an on-site position based in Wilshire’s Santa Monica office, Monday through Friday, 8:00 AM–5:00 PM, inclusive of a lunch break. Responsibilities span greeting and assisting visitors, handling calls and guest access, managing mail and packages, preparing meeting spaces, supporting events, coordinating vendors and food services, and maintaining office supplies and common spaces. The coordinator also supports transportation administration, technology and badge requests, parking validations, and recruitment activities. Additional duties may be assigned.
Requirements
- At least 1 year of experience as a receptionist in a professional environment.
- Strong organizational and multitasking skills, including the ability to work under pressure and attend to detail.
- Excellent communication and interpersonal abilities, including excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite and SharePoint.
- Ability to handle multiple incoming calls and guest check-ins.
- Ability to maintain confidentiality and handle sensitive information.
- Comfort interacting with high-level business individuals.
- Ability to be punctual and maintain a satisfactory attendance record.
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 callers to voicemail, and verifying email addresses.
- Coordinate guest access through Symmetry and communicate with employees about in-person or virtual attendance.
- Greet guests, assist with sign-in, offer beverages and Wi-Fi access, arrange luggage storage, and provide 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 gift-compliance documentation, and upload package and guest logs to SharePoint.
- Handle FedEx shipping and create shipping labels.
- Book and prepare conference rooms; set up the boardroom with refreshments for major meetings.
- Coordinate with meeting organizers on special requests and resolve technical issues.
- Plan and host Santa Monica office events in coordination with HR, including holiday parties, team activities, happy hours, and food drives.
- Coordinate vendor access and compliance documentation, serve as the primary vendor contact, guide vendors onsite, and update stakeholders.
- Manage pantry restocking and vending machine service; upload receipts to SharePoint and compile monthly PDFs for finance submission.
- Serve as the primary contact for office announcements and administrative inquiries.
- Manage business card orders, proofing, invoicing, reorder tracking, swag and merchandise coordination, pricing presentations, purchase-order requests, building-security notifications, and maintenance requests.
- Maintain pantry and beverage inventory, restock the kitchen and boardroom, organize office spaces, manage air purifier filter replacements, and keep snack shipments and pantry areas organized.
- 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 annual city reporting.
- Coordinate Miles IT onsite technology support for conference room equipment and assist with laptop setups when needed.
- Prepare laptops for shipment and manage access badges, including creating suite badges and requesting building and parking badges.
- Manage monthly parking agreements and track and purchase validations for local parking structures.
- Ship welcome merchandise to new hires and assist with interview and new-hire meeting scheduling.
- Support internship candidate screening and gift purchases.
- Complete end-of-day kitchen cleaning, restock supplies, run the coffee machine cleaning cycle, start the dishwasher, and reload snack baskets.
- Perform other duties as assigned.
Benefits
- Comprehensive benefits package.
- Collaborative work environment.
- Generous paid time off.
- 401(k) match.
- Affordable and comprehensive medical, dental, and vision insurance.
- CFA and other professional membership reimbursement.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
