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
What you will need to succeed:
- 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
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.
NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.
NBBJ does not accept unsolicited resumes or similar submissions from third party recruiters or employment agencies. Any unsolicited materials received by NBBJ from a source other than an individual candidate will be considered NBBJ property and NBBJ reserves the right to pursue and hire candidates referred to us without any financial obligation to the third party in question. If you are interested in becoming an approved NBBJ external recruiter, please contact a member of the NBBJ Talent Acquisition Team.