Office Services Coordinator

NBBJ; New York (NY); On-site; USD 10,000 - 60,000; Full time

Job summary

NBBJ is seeking a full-time Office Services Coordinator for its New York office. This role involves managing front desk operations, providing exceptional customer service, and coordinating various office services and events. The ideal candidate is organized, proactive, and has a passion for hospitality.

Qualifications

• 2+ years in customer service or administrative support.
• Advanced knowledge of MS Office Suite.
• Dependable, organized, and proactive.

Responsibilities

• Manage front desk operations and greet guests.
• Coordinate catering orders and manage inventory.
• Handle email and calendar management for Office Services.

Skills

Customer service

Hospitality

Organization

Multi-tasking

Tools

MS Office Suite

Smartsheet

Mural

Job description

We are an award-winning design firm, fueled by ideas and a culture of collaboration. Our purpose-driven approach creates healthy places, 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 and help create lasting change. You can learn more aboutour firm, see what it’s like towork hereand explore recentprojectsandideasatNBBJ.com. Join us to make an impact today!

This role at a glance:
NBBJ is currently seeking a full-time 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, creating a first great impression and ensuring an exceptional in-office experience.
• 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.
• 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.
• Liaise with assistants across the office to ensure proactive planning for meetings and events; primary point of contact for on-site vendor coordination (i.e., “lunch-and-learns”).
• 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, procurement reconciliations, Office Services expenses, and office communications.
• Provide team support, rotating as needed to cover catering, café services, shipping, and events.
• Maintain front of office design standards including floral and office greenery.

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!
• 2 or more years in customer service or an administrative support role.
• Advanced knowledge of MS Office Suite, specifically Outlook, Teams, Word, Excel. Smartsheet or Mural experience is a plus.
• Ability to lift 30lbs.

The hourly pay range for this role is anticipated to be between $23 and $26 per hour. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications, location, and experience.

Hours are 8:00am – 5:00pm, Monday – Friday. Competitive compensation package based on experience.