Office Services Coordinator

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

Job summary

NBBJ is seeking a full-time, on-site Office Services Coordinator for the New York office to greet guests and manage front desk operations with a welcoming, professional presence.

You will coordinate procurement, calendar, and email for Office Services New York, liaise with Facilities, vendors, and caterers, support events and maintain an organized, well-kept workspace while assisting with day-to-day office needs.

Qualifications

• 4-5+ years in an administrative or office management support role.
• Advanced knowledge of MS Office Suite, Outlook, Teams, Word, Excel; Smartsheet or Mural a plus.
• Ability to lift up to 30 lbs.
• Organized, detail-oriented, proactive and a strong team player with a passion for customer service and hospitality.

Responsibilities

• 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; handle catering, coffee, supplies, and vendors.
• Main point of contact with Property Management on building maintenance, vendor coordination, and security/safety systems.

Skills

Customer service

Hospitality

Multi-tasking

Proactive

Team player

Education

4-5+ years administrative experience

Tools

Outlook

Teams

Word

Excel

Smartsheet

Mural

Job description

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. You can learn more about our firm, see what it’s like to work here and explore recent projects and ideas at NBBJ.com. Join us to make an impact today!

This role at a glance:

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, café 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 licensee, 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.