Guest Services Coordinator Upton, NY

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Brookhaven National Laboratorys Guest Services Division plays a vital role in enabling the Laboratorys 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 helps to create a seamless environment in which research teams and visiting collaborators can perform at their best contributing directly to the success of Brookhavens scientific enterprise.

Position Description

The Guest Services Division is seeking a Guest Service Coordinator to join their team. This individual will provide comprehensive administrative and programmatic support within Guest Services with primary responsibility for supporting Brookhaven Employees Recreation Association (BERA) and Quality of Life (QOL) initiatives. The position supports a broad range of administrative and operational functions including payroll and timekeeping scheduling purchasing registration systems communications and records management. The incumbent works collaboratively across departments and with external partners to ensure programs and services are delivered effectively and in alignment with Laboratory policies and procedures.

This position will report to BERA/QOL Supervisor and Division Manager. The hours of operation will be 8am to 4:30pm or 9am to 5:30pm with occasional weekend support.

Essential Duties and Responsibilities

Provide administrative and operational support for BERA QOL and Recreation programs and services
Coordinate and maintain the Laboratory Event Calendar (for BERA QOL Recreation program events) in collaboration with internal stakeholders
Serve as a liaison with internal departments and external organizations to support program delivery
Attend meetings prepare agendas and record and distribute meeting minutes
Maintain and update project trackers schedules and program documentation
Manage and update QOL BERA and Recreation webpages and communication platforms
Administer and maintain program mailing lists and communication distribution tools
Support recruitment and onboarding processes including tracking documentation maintaining rosters monitoring training compliance and coordinating offer letter documentation
Process and track purchasing activities including requisitions invoices reimbursements and related financial documentation
Provide administrative support for registration systems including camps lessons and facility or program reservations
Troubleshot user issues related to registration systems and provide customer support
Serve as a primary point of contact for program participants responding to inquiries regarding schedules registration and services
Prepare and distribute program communications including announcements flyers schedules and reports
Maintain departmental records including calendars participation data inventories and files
Support payroll and timekeeping functions including data collection verification and record maintenance
Perform general administrative duties including data entry filing correspondence scheduling and document preparation
Support special projects and perform additional duties as assigned by the Division Manager
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 8 years of experience in administrative support customer service program coordination or related operations.
An Associates or Bachelors degree in Business Administration Hospitality Recreation with coursework or training specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years.
Demonstrated organizational and time management skills with the ability to manage multiple priorities
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite
Experience with administrative system (e.g. Workday Peoplesoft) or the ability to quickly learn new platform.
Ability to maintain confidentiality and handle sensitive information with discretion.
Preferred Knowledge Skills and Abilities

Experience supporting employee engagement recreation or quality-of-life programs
Experience with payroll and timekeeping systems
Experience with purchasing financial tracking or administrative compliance processes
Experience working in a large multi-service or institutional environment
Familiarity with event coordination registration systems or web content management tools
Environmental Health and Safety Requirements

Office based with routine interaction across the Laboratory
May require occasional schedule flexibility to support events or programs
Some physical activity may be required including lifting and transporting materials for events or programs
Other Information

Brookhaven National Laboratory is committed to providing fair equitable and competitive compensation. The full salary range for this position is $68600 - $78883 per year. You will be placed at the level and salary commensurate with your experience. Salary offers will be commensurate with the final candidates qualification education and experience and considered with the internal peer group.