Office Services Administrator job vacancy in NBBJ (Seattle, WA 98109)

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Company name : NBBJ
Location : Seattle, WA 98109
Position : Office Services Administrator

Description :
For more than 75 years, NBBJ has been guided by a vision to design for life. We are an award-winning global design and architecture firm, a creative company fueled by ideas, and a place where everyone is empowered to contribute to creating a better practice. Recognized as the world’s most innovative architecture firm by Fast Company, we have partnered with some of the world’s leading companies and institutions — Google, the Bill & Melinda Gates Foundation, Stanford University and Massachusetts General Hospital, among many others — to set new standards for performance, organizational culture, health and wellness, and technology- and data-driven design.
NBBJ is currently seeking a full-time Office Services Administrator to join the Seattle office. The successful candidate will have the ability to work well under pressure while maintaining a high level of professionalism, as well as have the confidence to make informed judgment calls and be self- motivated. The candidate should be willing to be flexible in terms of taking on tasks as assigned.
Your New Role:

Supports the front desk with breaks or backup coverage as-needed; answer phones, greet guests with an outgoing personal style, creating an exceptional experience
Responsible for catering client meetings; coffee & tea services, breakfast & lunch
Primary point of contact for coordinating on-site events and helps with firmwide events
Manage on-site print resources; monitor print rooms, supplies and assist as-needed
Daily scheduling and monitoring timely completion of tasks
Provide team support, rotate as-needed; reception, cafés, shipping; facilities
Conference room administration; meeting and space planning, audits and conflict resolution
Coordinate conference room setup details, including catering and beverage services
Schedule/coordinate internal and external meetings, conference calls and video conferences across multiple time
Liaise with assistants from multiple teams across the firm and ensuring forward planning for meetings, events and deliverables
Reconciliation of company credit card
Project Administration; create and manage electronic files, schedule team meetings, manage team tools, resources, ensure timely completion of tasks, tracking and reporting
Assist Global Facilities Manager; projects, initiatives, calendar, expense reports, travel arrangements
Complete ad-hoc projects as necessary
Various administrative tasks

What You Will Need to Succeed:

Passion for customer service and hospitality
Personal poise and professional appearance
Professional, flexible and positive attitude
Strong verbal and written communication skills
Ability to interact comfortably with individuals at all levels
Excellent organizational skills with ability to prioritize responsibilities as appropriate
Identify problems and seek solutions
High level of accuracy and strong attention to detail
Proactive, able to work independently and ensure tasks are completed in a timely manner
Team player, able to collaborate with team members to achieve firm goals
Volunteers willingly to assist others, or assist as requested, based upon workload
2+ years in customer service or administrative support role
Advanced knowledge of MS Office Suite, specifically Outlook, Teams, Word, Excel and PowerPoint
Adobe InDesign, Illustrator, or Photoshop knowledge is a plus!
Organized, detail oriented, multi-tasking, self-motivational and collaboration skills
Ability to lift 30lbs

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

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