Office Services Coordinator

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 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: 

Why choose NBBJ?



We believe that all NBBJ employees should love their work. This means not only loving what you do but having pride in your workplace. We strive to be that irresistible place to work by enhancing your employee experience with customized programs and comprehensive benefits. In addition to 100% covered employee healthcare costs and 401k contributions, we offer unique professional development opportunities, volunteer opportunities and access to leading technology and resources to further help you love your work and advance your career.

• 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.