Sr Adm Svcs Asst

Organizational Overview

Brookhaven National Laboratory’s Guest Services Division plays a vital role in enabling the Laboratory’s world-class scientific mission by providing comprehensive, high-quality services to its departments, divisions, guests, users, and visiting researchers. Through a strong commitment to operational excellence and customer-focused support, the Division delivers exceptional on-site experience across Food Services, Conference Services, On-site Housing, Mail Services/Mailroom, Transportation Services, Fleet Services, Motor Pool, and QOL/BERA/Recreation programs. By ensuring these essential functions are executed with professionalism, accuracy, and responsiveness, Guest Services help create a seamless environment in which research teams and visiting collaborators can perform at their best, contributing directly to the success of Brookhaven’s scientific enterprise.

Position Description

The Guest Services Division’s Housing Office is seeking a Senior Administrative Services Assistant to join their amazing team. This position reports to the Housing Services General Supervisor.

The hours for this position are:
•    Sunday, Monday, Tuesday: 2:00 p.m. – 10:00 p.m.
•    Wednesday, Thursday: 10:00 a.m. – 6:00 p.m.

Essential Duties and Responsibilities:

Supporting the Housing Office, the Senior Administrative Services Assistant will:

• Perform daily front desk operations, including opening and closing procedures
• Review People Soft Financials, Workday, and other Housing Management Systems to verify guest information and department accounts
• Balance daily and nightly audits
• Perform record keeping, generate billing, and process payments
• Create monthly billing schedules and Housing Agreements for long term visitors
• Manage guest reservations and check in/out procedures
• Correspond with all departments, including the Guest, User, Visitor (GUV) Center, Laboratory Protection, and Facilities and Operations
• Use Housing database software and Microsoft Office (e.g., Excel, Word, Outlook)
• Handle and process funds received for housing transactions in accordance with all existing policies and procedures
• Balance bed checks to room occupancy
• Ensure rates are applied as per policy
• Process maintenance requests
• Personally follow up on any safety items guests may encounter
• Prepare for guest arrivals and departures
• Process reservations as requested
• Assign work to custodians, as appropriate
• Receive customer concerns, needs and/or issues, and coordinate the needed response
• Work closely with the Housing Custodial Supervisor
• Serve as back-up Shuttle dispatcher
• Assist with training requirements for the Division
• Assist with any other tasks or projects assigned by the General Supervisor, Housing
• The above list of duties is not all inclusive of every duty performed by this position but does include the major elements in the job.

Required Knowledge, Skills and Abilities

• High school diploma or GED

• At least 6 years’ relevant administrative or hospitality experience.
• An Associates or Bachelor’s degree with coursework or training specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years
• Proficient in Microsoft Office Suite, specifically Word, Excel, and Outlook
• Highly motivated, organized, with ability to multi-task and manage time effectively
• Possess excellent customer service skills. Professional and courteous with the ability to deal effectively with internal and external customers who require high levels of patience, tact and diplomacy
• Good problem solving and strong written and verbal communication skills
• Able perform independently as well as a team player
• Ability to multi-task and manage time effectively

Preferred Knowledge, Skills and Abilities

• Coursework in Hotel Management or previous work experience in the hospitality field, particularly as Front Desk/Receptionist
• Experience with property management systems

Environment, Safety & Health Requirements:

• Have mental sharpness
• Lifting moderate 15-30 lbs.
• Armed/hand dexterity
• Vision, good near and distance
• Hear and understand speech

Other information

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $60,000-70,000 / year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.