Office Services Coordinator
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!
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, café 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
- 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
NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.