Receptionist/Office Services Coordinator

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 #J-18808-Ljbffr Wilshire