Office Services Coordinator
Description
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 , a career at NBBJ will inspire you to be extraordinary and help create lasting change. You can learn more about , see what it’s like to and explore recent and at . 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:
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.
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.
