Office Services Coordinator

Office Services Coordinator

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.

The role at a glance:

NBBJ is currently seeking a part to full-time Office Services Coordinator to join the San Francisco office. This position is the face to our internal and external customers. We are looking for someone who is welcoming; greeting guests to 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 and greet guests, creating a first great impression with an outgoing personal style ensuring an exceptional in office experience
• Schedule/coordinate internal and external meetings, conference calls and video conferences across multiple time zones
• Coordinate conference room setup details, including catering and beverage services for client meetings or approved events
• Provide office support as-needed, catering, caf services, events, administrative, shipping and facilities
• Maintain kitchen and common areas throughout the office
• Maintain office design standards
• Procurement and reconciliation of office expenses and company credit card
• Responsible for hospitality and transportation services.
• Report and coordinate with property management on building related issues
• Maintain employee building access passes
• Primary point of contact for all on-site vendor coordination
• Responsible for office services accounts including but not limited to; catering, coffee, floral, shipping, printing, etc.
• Assist with hiring and onboarding process
• Manage electronic files
• Complete ad-hoc projects as necessary
• Various administrative tasks as needed

What you will need to succeed:

• Passion for customer service and hospitality
• Effective team contributor
• A positive, forward-thinking individual who anticipates issues and implements effective solutions
• A confident and composed professional who communicates effectively and engages comfortably with stakeholders at all levels

Additionally:

• 2 or more years in customer service or an administrative support role
• Advanced knowledge of MS Office Suite, specifically Outlook, Teams, Word, Excel and PowerPoint.
• Adobe InDesign, Illustrator or Photoshop knowledge is preferred.
• Organized, detailed oriented, multi-tasked, self-motivated and strongly collaborative.
• Ability to lift 30lbs.

The hourly pay range for this role is anticipated to be between $24 and $27. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications, location, and experience. Hours are 8:30am 5:30pm, Monday Thursday in office. Competitive compensation package based on experience