Office Experience & Facilities Coordinator

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

Job summary

NBBJ, a leading design firm, seeks an Office Services Coordinator for its New York on-site team. You will greet guests, manage front desk operations, coordinate catering and vendors, and support office events to create an exceptional in-office experience.

Ideal candidates bring 4–5+ years in admin, strong MS Office skills, and a proactive, service-oriented approach. The role is full-time and in-person, with duties spanning calendar management, facilities liaison, and guest coordination.

Qualifications

• 4–5+ years in an administrative or office management role.
• Advanced knowledge of MS Office (Outlook, Teams, Word, Excel)
• Ability to lift 30 lbs.
• Strong hospitality and customer service mindset.

Responsibilities

• Greet guests and maintain a welcoming, professional in-office experience.
• Manage front desk operations and coordinate catering, supplies, and vendors.
• Serve as main contact with facilities and property management for building needs.
• Coordinate events and internal gatherings, including lunches and lunch-and-learns.
• Handle calendars and email for Office Services New York and support guest/client coordination.

Skills

Front desk operations

Customer service

Event coordination

Team player

Calendar management

Tools

MS Office Suite

Outlook

Teams

Excel

Smartsheet

Mural

Job description

NBBJ, a leading design firm, seeks an Office Services Coordinator for its New York on-site team. You will greet guests, manage front desk operations, coordinate catering and vendors, and support office events to create an exceptional in-office experience.

Ideal candidates bring 4–5+ years in admin, strong MS Office skills, and a proactive, service-oriented approach. The role is full-time and in-person, with duties spanning calendar management, facilities liaison, and guest coordination.