Receptionist/Office Services Coordinator

Receptionist/Office Services Coordinator

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 MondayFriday, 8:00 AM5:00 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

• Serve as Employee Transportation Coordinator
  • Collaborate with consultants for yearly city reporting

Technology & Security

• 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

Parking & Validations

• Manage monthly parking agreements
• Track and purchase validations for local structures

Recruitment Support

• 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

End-of-Day Closing

• Clean the kitchen
• Restock supplies
• Run the coffee machine cleaning cycle
• Start the dishwasher
• Reload the snack baskets

Other

• Other duties as assigned

Qualifications

• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite and SharePoint
• Experience in event planning and vendor coordination preferred
• 1+ year of previous experience as a receptionist in a professional environment
• Financial services industry experience is a plus
• 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

Additional Information

• This position will work on-site out of our Santa Monica office
• We offer a comprehensive benefits package including a collaborative work environment, generous PTO, 401(k) match, affordable & comprehensive medical/dental/vision insurance, CFA and other professional membership reimbursement, and more.

The pay range for this position is $26-$29/hour. However, base pay will be determined on an individual basis considering various factors, including location, qualifications, skills, and experience. The total compensation package includes a full range of health and financial benefit offerings, which will be provided in conjunction with an offer of employment.