Office Coordinator

Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognize the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.

Our New York team is seeking an Office Coordinator to join our studio. This person will be responsible for creating a hospitable and professional environment for staff and guests, and a well-ordered and presentable office environment.

Responsibilities:

• Create a warm atmosphere by greeting guests, colleagues, and clients upon arrival in a professional manner. Anticipate and meet the needs of guests by providing information, directions, and assistance with a courteous and attentive approach. Ensure smooth departure.

• Maintain a clean and organized reception area to create a positive first impression.

• Respond promptly to inquiries via phone, email, and in-person, delivering accurate information and assistance.

• Arrange lunches/dinners as required and make reservations in connection with business hospitality.

• Perform additional administrative duties as needed, including calendar management, email correspondence and mail distribution. Plan and book travel and itineraries.

• Maintain various records, documents, and files.

• Support onsite event logistics. Assist in the orchestration of meetings by booking meeting rooms and setting up relevant equipment, refreshments, etc.

• Assist with management of the office supplies inventory in coordination with Facilities team.

Skills & Competencies

• Minimum two years of experience in customer service required.

• Minimum one year of previous administrative support experience preferred.

• Experience in professional services industry a plus.

• Proficient in Microsoft Office (Outlook, Word, Excel, PPT).

• Efficient and clear verbal communication required.

• Strong professional writing skills.

• Ability to multitask while maintaining attention to detail.

• Flexible and adaptable in various situations and when interacting with different stakeholders.

• Strong ability to organize and prioritize tasks including delegation of tasks when appropriate. Proven ability to resolve problems and anticipate needs.

• Able to take initiative and work independently with minimal guidance.

Grimshaw is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, national origin, ancestry, alienage or citizenship status, age, disability or handicap, sex, gender identity, marital status, familial status, veteran status, sexual orientation or any other characteristic protected by applicable federal, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.