Office Services Coordinator

About the role

NBBJ is seeking a full‑time Office Services Coordinator for its New York office. The role serves as the primary point of contact for internal and external visitors, ensuring a welcoming and professional office environment while supporting day‑to‑day operations.

Key responsibilities

• Manage front‑desk operations, greet guests, employees and desk licensees, and maintain a polished first impression.
• Procure and reconcile office expenses, handle company credit‑card transactions, and oversee vendor accounts for catering, coffee, and supplies.
• Coordinate with Property Management on building maintenance, projects, security systems, and vendor services.
• Plan and execute office culture events such as seasonal parties, retreats, and lunch‑and‑learn sessions.
• Answer inbound calls for East‑coast locations, manage the Office Services email and calendar, and support conference‑room logistics.
• Assist Facilities with kitchen and catering operations, inventory management, and setup.
• Maintain access‑control systems, key‑card distribution, and guest transportation logistics.
• Handle ad‑hoc administrative tasks, electronic file maintenance, and office communications.

Required profile

• Dependable, professional, friendly and proactive with a strong customer‑service mindset.
• Organized, detail‑oriented, able to multitask and work independently.
• 4‑5+ years of experience in administrative or office‑management support roles.
• Physical ability to lift up to 30 lb and work on‑site Monday‑Friday, 8:30 am‑5:30 pm.

Required skills

• Advanced knowledge of Microsoft Outlook, Teams, Word and Excel.
• Experience with Smartsheet or Mural (preferred).