Studio Administrator, Project Coordinator

Administrative Support Role At NBBJ

NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company, a Fast Company Most Innovative Architecture Firm and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach that, fueled by ideas and a culture of collaboration, creates healthy buildings, strong communities and a resilient environment. That's where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary. Join us to make an impact today! The role at a glance:

Partner closely with operation lead, studio core team, and project managers to provide administrative support for the studio and projects.

In your new role, you will:

• Support the Operations Lead by:
• attending weekly project management meetings, preparing meeting materials, taking minutes, and following up on action items
• managing financial tracking and forecasting for the studio
• monitoring project performance and projections
• tracking staff utilization and forecasting resource needs
• recording studio and project costs
• collecting and reviewing timesheets
• Support the studio core team with:
• coordinating bi-weekly studio meetings, studio-wide events, and initiatives
• scheduling meetings, including quarterly studio advocacy check-ins
• onboarding new hires
• handling miscellaneous studio administrative duties
• Assist Project Managers with:
• scheduling and attending project meetings; composing, editing, and posting meeting notes
• setting up and maintaining projects in NBBJ's financial and legal systems
• document posting, downloads, file transfers, reprographics, and related tasks
• reviewing, monitoring, and maintaining document file structures
• coordinating team travel arrangements, as needed
• preparing contracts and contract change proposals, and tracking additional service requests
• assisting with project construction administration, as needed
• carrying out miscellaneous administrative duties, including general correspondence, filing, and archiving, as needed by the project team

What you will need to succeed:

• Minimum of five years' experience in administrative support, with an emphasis on accounting or finance. Experience supporting projects in the A/E industry is preferred.
• Proficiency in Microsoft applications, including Word, Excel, PowerPoint, Outlook, and Teams; experience with Deltek Vantagepoint is a plus.
• Ability to learn specific data management software and train project teams on the steps required to access information and upload content.
• Detail-oriented and highly organized, with the ability to multitask.
• Ability to consistently meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively as a team member, with excellent interpersonal skills.

The annual base pay range for this role is anticipated to be between $36.00/hr and $40.00/hr. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications and experience. NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.

Why choose NBBJ? We believe that all NBBJ employees should love their work. This means not only loving what you do but having pride in your workplace. We strive to be that irresistible place to work by enhancing your employee experience with customized programs and comprehensive benefits. In addition to 100% covered employee healthcare costs and 401k contributions, we offer unique professional development opportunities, volunteer opportunities and access to leading technology and resources to further help you love your work and advance your career.

• NBBJ has been named three times by Fast Company as one of the most innovative architecture firms.
• Founded in 1943, our first office opened over 75 years ago in Seattle, Washington. We now have over 10 office locations around the globe.
• We are a transdisciplinary, cross-practice focused firm with a deep portfolio of Civic & Cultural, Commercial, Corporate, Healthcare, Higher Education, Science and Technology, Sports, and Urban Environment projects. We also have several areas of service expertise including: Architecture, Environmental Graphic Design, Interior Design, Lighting Design, Workplace Consulting and more.
• In the past decade, NBBJ has received more than 300 awards from leading global, national and regional award programs across the business, real estate and design communities.
• We work with 5 of the top global high-tech companies, 14 of the U.S. News and World Report Top Hospitals, and 4 of the top 10 highest-ranked learning institutions.
• Our clients include institutional leaders such as Cambridge University, Google, Samsung, Cleveland Clinic, Tencent, and Stanford University.

NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer. NBBJ does not accept unsolicited resumes or similar submissions from third party recruiters or employment agencies. Any unsolicited materials received by NBBJ from a source other than an individual candidate will be considered NBBJ property and NBBJ reserves the right to pursue and hire candidates referred to us without any financial obligation to the third party in question. If you are interested in becoming an approved NBBJ external recruiter, please contact a member of the NBBJ Talent Acquisition Team.