Office Services Coordinator

Office Services Coordinator

NBBJ is currently seeking a full-time, on-site Office Services Coordinator to join the New York Office Services Team. This position is the face to our internal and external customers. We are looking for someone who is welcoming, dependable, and able to greet guests and create an exceptional in-office experience. While maintaining a high degree of confidence and professionalism, you will be a self-motivated individual with the ability to make quick and informed decisions. This role requires a proactive and adaptable individual who is willing to go above and beyond.

In your new role, you will:

• Manage front desk operations and warmly greet guests, employees, and desk licensees, creating a great first impression and ensuring an exceptional in-office experience for all.
• Procurement and reconciliation of office expenses and company credit card. Responsible for Office Services accounts including but not limited to catering, coffee, misc. supplies vendors, etc.
• Main point of contact with Property Management on building maintenance, project needs, vendors including contractors and janitorial services, including parking, heating/cooling, and security/safety systems, timelines, and coordination.
• Assist in creating a strong office culture through the management, coordination, and planning of key events such as seasonal Office and Studio parties or retreats. Includes being the primary point of contact for on-site vendor coordination and setup (i.e., "lunch-and-learns").
• Answer inbound calls for East coast office locations alongside two other geographically distributed team members, ensure prompt and professional service.
• Manage associated email and calendar account for Office Services New York; manage and organize inbox acting as primary point-of-contact for requests; complex calendar management that supports guest and client coordination, catering setups, and conference room troubleshooting.
• In partnership with Facilities Assistant, assist with kitchen and catering operations including cleanliness, prepping and organizing supplies, managing inventory and restocking, and coordinating catering orders from placement to delivery and setup to ensure seamless execution and a well-maintained workspace.
• Manage access control systems including keycards, responsible for guest transportation coordination.
• Various ad-hoc projects and administrative tasks as needed, such as electronic files maintenance and office communications.
• Provide team support, rotating as needed to cover catering, caf services, shipping, and events.
• Maintain front of office design standards including floral and office greenery.
• Serve as the primary point of contact and support for our desk licensees, ensuring a welcoming experience, assisting with their day-to-day office needs, and fostering a positive and integrated presence within the New York office.

What you will need to succeed:

• Dependable, professional, and friendly; a positive and proactive individual who takes initiative and can identify a problem and seek a solution.
• Organized, detailed oriented, and able to multi-task, self-motivated and strong team player with a passion for customer service and hospitality!
• 4-5 or more years in an administrative or office management support role.
• Advanced knowledge of MS Office Suite, specifically Outlook, Teams, Word, Excel. Smartsheet or Mural experience is a plus.
• Ability to lift 30lbs.

Hours are 8:30am 5:30pm, Monday Friday, in-person. The hourly pay range for this role is anticipated to be between $24 and $26. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications, location, and experience.

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.