Office Coordinator

Description

Beyer Blinder Belle, a nationally recognized architecture and planning firm with offices in Washington, DC, New York, Miami, and Boston, seeks an organized and self-motivated Office Coordinator to support office leadership and ensure a welcoming, professional, and well-managed office environment. Working in a collaborative and energetic environment, this role coordinates daily office operations, provides administrative and meeting support, and collaborates with marketing, IT, human resources, and firm leadership on ongoing responsibilities and special projects. 

The successful applicant will be an organized self-starter with strong time management skills and a proactive, team-oriented approach. They will be detail-oriented, communicate clearly, and manage multiple assignments simultaneously. This person will work independently within a collaborative team environment, remain focused under pressure, and adapt to changing priorities and deadlines. They will demonstrate empathy, reliability, and respect for others, building staff trust and confidence through professionalism in all interactions. 

Responsibilities 

• Manage front desk reception, welcome visitors, direct inquiries, and handle incoming correspondence. 
• Provide administrative support to office leadership, including meeting planning, calendar management, travel coordination, and project administration. 
• Coordinate daily office operations, including building-related work orders, office repairs, mail distribution, messenger services, and office equipment needs. 
• Monitor and respond to daily office service tickets and email requests, coordinating with the appropriate department or vendor to resolve issues. 
• Process monthly team expense reports and review office vendor expenses. 
• Organize regular office meetings, firmwide activities, and morale events under the direction of Partners and Principals. 
• Coordinate AIA Lunch and Learns and submit continuing education credits. 
• Collaborate with marketing, IT, and HR to support staff and maintain effective office operations. 
• Occasionally support evening meetings and events as needed. 

This individual will be able to balance tasks and collaborate with the following departments: 

• Office Services – Coordinate meeting logistics, supply procurement, inventory, and office communications. Support event planning, track office expenses, and coordinate with building management and vendors regarding maintenance and service needs. 
• IT – Under the direction of the IT department, assist with workstation setup, staff onboarding, and coordination of remote IT support. 
• Marketing – Assist with proposal closeout, networking research, meeting preparation, and staff bios. Collaborate with marketing and project teams to maintain accurate project information. 
• HR – Assist HR and firm leadership with new hire onboarding, performance review scheduling, staff credential updates, and professional license renewal tracking. 

Required Knowledge, Skills, and Experience 

• 3–5+ years of administrative or office coordination experience; experience in architecture, engineering, or construction is a plus but not required. 
• Proficiency in Microsoft Word and Excel; familiarity with InDesign is a plus. 
• Strong written and verbal communication skills and the ability to build effective working relationships. 
• Experience managing multiple assignments, setting priorities, and meeting deadlines with careful attention to detail. 
• Experience coordinating meetings, events, vendors, supplies, and expense reports. 
• Familiarity with office equipment and willingness to assist with setup and troubleshooting under IT guidance. 
• Ability to work in the Washington, DC office five days a week, with occasional availability to support evening events. 

Compensation 

Beyer Blinder Belle Architects and Planners believes in fair and equitable pay. A reasonable estimate of the base salary range for this role is $55,000-$65,000. Please note that actual salaries may vary within the range or be above or below it based on factors including but not limited to experience, education, professional achievement, and business needs. 
 

Benefits 

BBB is committed to supporting your well-being, professional development, and work-life balance. Benefits include: 

• Health: Medical, dental, and vision coverage (with a no-premium option) 
• Financial: 401(k) plan (pre-tax/ and or Roth), pre-tax healthcare and dependent care savings plans, commuter transit/parking programs, and life/disability insurance. 
• Paid Time: PTO, holidays, and paid volunteer opportunities. 
• Professional Development: Subsidies for ARE exam fees, AIA membership dues, and other professional expenses. 
• Wellness: Fitness Discounts, mental health support, and wellness programs. 
• Culture: Mentorship programs and employee resource groups. 

As an equal-opportunity employer, BBB is committed to fostering a diverse and inclusive workforce where all individuals are valued and respected.
 

In line with our commitment to providing equal opportunities to all candidates, we want to ensure that the interview process is accessible to everyone. If you require any accommodations to facilitate your participation in the interview, please email [email protected] to discuss any accommodations or support you may require. Your request will be handled with the utmost confidentiality and respect. We appreciate your interest in pursuing a career with Beyer Blinder Belle. 

Recruitment Process
Our hiring process includes an initial application review, followed by one or more interviews with members of the hiring team. Final selections are based on job-related qualifications, alignment with the posted requirements, and business needs. Candidates will receive updates as they move through the process.