Conference Center Coordinator

LLNL•Livermore, CA

22h•Onsite

About The Position

We're looking for a Conference Center Coordinator to provide advanced visit, meeting, access, space, and facilities coordination for assigned areas within the Livermore Valley Open Campus (LVOC), Building 1, and Discovery Center operations. This position supports a broad range of administrative and operational activities to ensure assigned facilities are safe, functional, well-coordinated, and responsive to customer and organizational needs. This role serves as a key point of contact for employees, tenants, guests, visitors, service providers, and internal partners. You will apply and interpret established policies, procedures, and operational practices to support daily operations, coordinate logistics, maintain records, prepare reports, respond to customer needs, and ensure efficient and professional service delivery across assigned spaces. This position requires full-time on-site presence due to the nature of the work. Please provide a cover letter expressing your interest in this role.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Advanced experience performing complex administrative, operational, service, office, customer support, or facilities-related duties in a fast-paced environment; advanced knowledge of office procedures, techniques, and methods.
Experience supporting meeting logistics, calendaring, scheduling, conference room coordination, event support, or related operational activities.
Familiarity with meeting room technology such as Webex, Teams, Zoom, and related equipment.
Experience maintaining records, logs, tracking systems, calendars, databases, forms, and other operational documentation.
Advanced knowledge of standard office software and business tools, including Microsoft Office applications.
Excellent organizational skills and attention to detail, with the ability to manage activities with multiple components and changing priorities.
Excellent verbal and written communication skills and the ability to interact professionally with and serve as a point of contact for a broad range of customers, guests, tenants, service providers, and internal partners.
Demonstrated tact, discretion, mature judgment, and the ability to work independently on recurring assignments while coordinating effectively with others on shared activities and service needs under time constraints.
Ability to lift 30 pounds which includes tables, chairs and boxes.

Nice To Haves

Experience supporting building operations, workplace services, or facility coordination in a shared office, customer-facing, or institutional environment.
Experience with visitor support, guest check-in, badging, passing, access coordination, or similar front-desk or operational support functions.
Familiarity with building access, safety, emergency coordination, or security-related administrative support practices.
Experience providing basic support for meeting room technology.
Experience interpreting and applying organizational procedures and operational guidelines in unique situations.

Responsibilities

Perform a combination of complex and difficult administrative and operational support duties for assigned buildings and shared service areas, including the Discovery Center, LVOC, B001, and backup support locations, as assigned.
Coordinate meeting and event support activities, including room calendaring, scheduling prioritization, conference room reconfiguration coordination, and basic meeting technology support.
Support daily visitor and guest processing activities, including guest check-ins, badging support, coordination of required documentation, and ID and citizenship verification support, as applicable.
Apply and help implement building access, security, safety, and health procedures in support of daily operations, including General Access Area (GAA)-related practices, building access processing, door lock custodian-related support, building emergency coordinator support, assembly point coordination, and operational security (OPSEC) awareness liaison activities.
Serve as a front-facing representative for assigned facilities and respond to internal and external stakeholders with professionalism, tact, and discretion.
Support space management and tenant coordination activities, including onboarding support, tenant communications, space utilization support, and coordination of shared-use spaces and amenities.
Coordinate routine and moderately complex facility support needs with internal service organizations and vendors, including janitorial services, maintenance requests, supply support, wellness room support, and related follow-up actions.
Maintain service area records, logs, calendars, forms, databases, and operational documentation.
Respond to day-to-day operational and administrative questions, resolve routine and moderately complex issues using established procedures and sound judgment, and escalate non-routine matters as needed.
Coordinate ongoing activities and multi-component assignments with others to support effective service delivery.
Perform other duties as assigned.