Receptionist/Office Services Coordinator

Wilshire; Santa Monica (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Wilshire is seeking an Office Services Coordinator for its Santa Monica office. This on-site role supports front desk operations, guest services, and day-to-day office administration, including event planning and vendor coordination.

You will serve as the face of Wilshire, manage meetings, and liaison with HR for office events. The role runs Monday–Friday, 8:00 AM–5:00 PM, in Santa Monica.

Qualifications

• Front desk and guest services experience.
• Office administration duties.
• Event planning and coordinating office events.
• Vendor coordination and relationship management.

Responsibilities

• Manage front desk and guest services, greet visitors, assist sign-in, provide Wi‑Fi and beverages.
• Coordinate guest access and communicate with employees for attendance.
• Plan and host Santa Monica office events with HR, including holiday parties, team activities, happy hours, and drives.
• Book and prepare conference rooms, set up boardroom refreshments, and resolve technical issues.
• Coordinate vendor access, ensure COI compliance, act as primary vendor contact and manage receipts and monthly finance reporting.
• Handle mail and package management, log, notify recipients, scan to SharePoint, and manage FedEx shipping.

Skills

Front desk management

Guest services

Event planning

Vendor coordination

Office administration

Communication

Phone handling

Tools

SharePoint

Job description

Company Description

As part of the Wilshire family, you can rest assured that every day you are contributing to an organization that is helping investors improve their financial outcomes. For more than 50 years, Wilshire has been dedicated to providing customized portfolio solutions grounded in research and powered by next generation technologies.

Company Description

As part of the Wilshire family, you can rest assured that every day you are contributing to an organization that is helping investors improve their financial outcomes. For more than 50 years, Wilshire has been dedicated to providing customized portfolio solutions grounded in research and powered by next generation technologies.

Wilshire advises on over $1 trillion in assets for some of the world’s largest and most sophisticated institutional investors and is headquartered in the United States with offices worldwide.

Job Description

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).

What You’ll Do:

Front Desk & Guest Services

• 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

Start of the day

• Preparing breakfast and snack stations
• Start the coffee machines
• Maintaining cleanliness
• Unload the dishwasher
• Load dirty cups left after hours

Mail & Package Management

• 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

Meeting & Event Support

• 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

Vendor & Food Coordination

• 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

Office Administration

• 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

Office Maintenance & Supplies

• 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

Transportation Coordination