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 ServicesManage main phone line:Answer callsTransfer to voicemailVerify email addressesCoordinate guest access through SymmetryCommunicate with employees for in-person or virtual attendanceGreet guests:Assist with sign-inOffer beveragesProvide Wi-Fi accessAssist with luggage storageParking validation upon arrival and departureServe as the face of Wilshire by being positive, friendly, and professionalStart of the dayPreparing breakfast and snack stationsStart the coffee machinesMaintaining cleanlinessUnload the dishwasherLoad dirty cups left after hoursMail & Package ManagementCollect and sort mail as neededLog packagesNotify recipientsMaintain compliance documentation for giftsScan and upload the package and guest logs to SharePointHandle FedEx shipping and label creationMeeting & Event SupportBook and prepare conference roomsSet up the boardroom for major meetings with refreshmentsCommunicate with meeting organizers to address special requests and resolve technical issuesIn coordination with HR, plan and host Santa Monica office eventsHoliday partiesTeam activitiesHappy hoursFood drivesOther eventsVendor & Food CoordinationCoordinate vendor access and compliance (Certificate of Insurance)Serve as the primary vendor contactGuide vendors onsite and update relevant stakeholdersManage pantry restocking and vending machine serviceEnsure proper presentation and timely communicationUpload receipts to SharePoint and compile a monthly PDF for finance submissionOffice AdministrationServe as the primary contact for office announcements and administrative inquiriesSanta MonicaManage business card ordersProofingInvoicingMaintain a reorder spreadsheetCoordinate swag and merchandise with vendors and prepare pricing presentationsSubmit PO requestsNotify building security of special eventsSubmit maintenance requestsOffice Maintenance & SuppliesMaintain pantry and beverage inventory; restock kitchen and boardroomOrganize office spacesManage air purifier filter replacementsUnbox snack shipments and keep the pantry organizedOverseeing cleanliness, safety, and maintenance of the front desk, lobby, common spaces, and conference roomsTransportation CoordinationServe as Employee Transportation CoordinatorCollaborate with consultants for yearly city reportingTechnology & SecurityCoordinate Miles IT on-site tech support for conference room equipmentAssist Miles IT, when needed, with laptop setupsPrepare laptops for shipmentManage access badges, as neededSanta MonicaCreate new suite badgesRequest new building badgesRequest new parking badgesParking & ValidationsManage monthly parking agreementsTrack and purchase validations for local structuresRecruitment SupportShip the welcome merchandise to new hiresAssist with interview schedulingAssist with new hire meeting schedulingSupport internship program candidate screening and gift purchasesEnd-of-Day ClosingClean the kitchenRestock suppliesRun the coffee machine cleaning cycleStart the dishwasherReload the snack basketsOtherOther duties as assigned
