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.
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.

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).

• 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

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

• Collect and sort mail as needed

• Log packages
• Notify recipients
• Maintain compliance documentation for gifts

• Scan and upload the package and guest logs to Share Point
• Handle Fed Ex shipping and label creation

• 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

• 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

• 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

• 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

• Serve as Employee Transportation Coordinator

• Collaborate with consultants for yearly city reporting

• 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

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

• 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

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

• Other duties as assigned

• Strong organizational and multitasking…