Sr Adm Svcs Asst

Brookhaven National Laboratory•Upton, NY

1d•$60,000 - $70,000•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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