Guest Experience & Office Services Lead

NBBJ Design; New York (NY); On-site; USD 33,000 - 36,000; Full time

Job summary

NBBJ, a global, award-winning design firm, is seeking a full-time, on-site Office Services Coordinator for its New York office. You will be the face of the office, greeting guests and ensuring an exceptional in-person experience with professionalism and initiative.

In this role, you will manage front desk operations, procurement, events, and calendar management; coordinate with facilities, vendors, and catering; and support access control and other admin tasks.

Qualifications

• 4–5+ years of administrative or office management experience.
• Advanced knowledge of MS Office Suite (Outlook, Teams, Word, Excel).
• Ability to lift 30 lbs.
• Strong customer service and hospitality mindset.
• Detail-oriented with ability to multi-task.

Responsibilities

• Greet guests and manage front desk to create an exceptional in-office experience.
• Procure and reconcile office expenses; handle catering, supplies, and vendors.
• Coordinate with Property Management on building maintenance and security.
• Plan events to strengthen office culture (parties, retreats).
• Answer East Coast calls; manage Office Services email and calendar.
• Support kitchen and catering operations; manage inventory and catering orders.
• Manage access control systems and guest transportation coordination.
• Assist with miscellaneous admin tasks and file maintenance.
• Provide team support across catering, café services, shipping, and events.

Skills

Customer service

Hospitality

Administrative support

Multi-tasking

Tools

MS Office Suite (Outlook/Teams/Word/Excel)

Smartsheet

Mural

Job description

NBBJ, a global, award-winning design firm, is seeking a full-time, on-site Office Services Coordinator for its New York office. You will be the face of the office, greeting guests and ensuring an exceptional in-person experience with professionalism and initiative.

In this role, you will manage front desk operations, procurement, events, and calendar management; coordinate with facilities, vendors, and catering; and support access control and other admin tasks.