Job details

Office Services Coordinator

We are an award-winning design firm, fueled by ideas and a culture of collaboration. Our purpose-driven approach creates healthy places, 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 and help create lasting change. 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 full-time Office Services Coordinator to join the Seattle 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, creating a first great impression and ensuring an exceptional in-office experience.
Answer inbound calls for west coast office locations alongside two other geographically distributed team members, ensure prompt and professional service.
Manage associated email and calendar account for Office Services Seattle; 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.

Maintain 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.
Procurement and reconciliation of office expenses and company credit card. Responsible for office services accounts including but not limited to, catering, coffee, misc. vendors, etc.

Liaise with assistants across the office to ensure proactive planning for meetings and events; primary point of contact for on-site vendor coordination (i.e., “lunch-and-learns”).
Manage access system including keycards; responsible for guest parking validation.
Various ad-hoc projects and administrative tasks as needed, such as electronic files maintenance, procurement reconciliations, Office Services expenses, and communications.
Provide team support, rotating as needed to cover catering, café services, shipping, and events.

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!
2 or more years in customer service or an administrative support role.
Advanced knowledge of MS Office Suite, specifically Outlook, Teams, Word, Excel. Smartsheet or Mural experience is a plus.
Ability to lift 30lbs.

The hourly pay range for this role is anticipated to be between $21 and $23. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications, location, and experience.

Hours are 8:00am – 5:00pm, Monday – Friday. Competitive compensation package based on experience.

NBBJ Glassdoor Company Review

3.9

NBBJ DE&I Review

No rating

CEO of NBBJ

Steve McConnell

Approve of CEO

Average salary estimate

$45810 / YEARLY (est.)

min

max

$43680K

$47940K

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What You Should Know About Office Services Coordinator, NBBJ

At NBBJ, we're not just about designs; we’re about building relationships and enhancing the experience of everyone who steps through our doors. As an Office Services Coordinator, you'll play a pivotal role in creating warm and welcoming environments for both clients and colleagues. Imagine managing the front desk, where you greet every guest with a smile, ensuring they feel right at home. You’ll field calls from our west coast offices, coordinating with a dynamic team to deliver outstanding service. Your organizational skills will shine as you handle multiple responsibilities, from managing office calendars to overseeing catering orders and ensuring our kitchen is always stocked. Your proactive approach to problem-solving will be key in keeping our operations running smoothly. Whether it's liaising with vendors or supporting event planning, your contributions will help foster a positive workplace. If you're someone who thrives in a collaborative setting and loves making a difference through excellent service, we’d love to see you join our team in Seattle. Every day brings new challenges and opportunities to leave a lasting impression. Want to be part of something extraordinary? Join NBBJ as we create a healthier, more resilient environment through design and collaboration!

Frequently Asked Questions (FAQs) for Office Services Coordinator Role at NBBJ

What is the role of an Office Services Coordinator at NBBJ?

The Office Services Coordinator at NBBJ is responsible for managing front desk operations, greeting guests, handling inbound calls, and ensuring an exceptional in-office experience. The role involves multitasking, from managing the kitchen and catering operations to handling office expenses and calendar management, ensuring smooth daily operations.