Receptionist/Office Services Coordinator
Wilshire Advisors LLC
11 hours ago
Full-time
On-site
Santa Monica, California, United States
$26 - $29 USD hourly
Automotive Service Advisor / Writer
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
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.
Visit www.wilshire.com for additional company information.
Wilshire is an SEC registered investment adviser and required to track certain political contributions under Rule 206(4)-5. As such, you may be required to disclose your prior political contributions.
We are an equal opportunity employer, which means we afford equal employment opportunity to all individuals regardless of race/ethnicity, creed, color, religion, sex (including gender and gender identity), national origin, ancestry, age, marital status, veteran status, citizenship status, disability, medical condition (as defined by California Government Code section 12926), or sexual orientation. Our employees, as well as applicants and others with whom we do business, will not be subjected to sexual, racial, religious, ethnic, or any other form of unlawful harassment. In addition, Wilshire adheres to the equal employment opportunity requirements of all states and localities in which it does business. We are completely committed to these principles not only because of the various laws which address these subjects, but because it is the right thing to do for our employees and clients to thrive.
If you have a disability, and require reasonable accommodations in the application process, contact Human Resources at [email protected] or 310-584-6011.
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
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.
Visit www.wilshire.com for additional company information.
Wilshire is an SEC registered investment adviser and required to track certain political contributions under Rule 206(4)-5. As such, you may be required to disclose your prior political contributions.
We are an equal opportunity employer, which means we afford equal employment opportunity to all individuals regardless of race/ethnicity, creed, color, religion, sex (including gender and gender identity), national origin, ancestry, age, marital status, veteran status, citizenship status, disability, medical condition (as defined by California Government Code section 12926), or sexual orientation. Our employees, as well as applicants and others with whom we do business, will not be subjected to sexual, racial, religious, ethnic, or any other form of unlawful harassment. In addition, Wilshire adheres to the equal employment opportunity requirements of all states and localities in which it does business. We are completely committed to these principles not only because of the various laws which address these subjects, but because it is the right thing to do for our employees and clients to thrive.
If you have a disability, and require reasonable accommodations in the application process, contact Human Resources at [email protected] or 310-584-6011.