Department/Division/Group Information(optional):

The Facilities & Operations (F&O) Directorate's mission is to enable great science. The Guest Services Division, one of 8 divisions within the F&O Directorate, provides services that support and assist the world-class scientific research performed at Brookhaven National Laboratory (BNL), including housing, food, transportation, mailroom, and conference services.  Guest services are available to all BNL divisions, departments, guests, users, and visiting researchers.

Position Description

The Guest Services Division, Housing Office, is seeking a Senior Administrative Services Assistant.

This position reports to the Guest Services Division Housing Services General Supervisor.

Position Requirements

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 audits, 469 Reports, and cash drawer
• 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 software such as RDP Win and Microsoft Office (e.g., Excel, Word, Outlook)
• Handle and process monies 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 and personally follow up on any safety items
• 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

Required Knowledge, Skills and Abilities

• HS Diploma plus six (6) years of relevant and substantive experience which provides evidence of the particular skills or abilities. An associates degree and four (4) years of relevant experience or bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years.
• Must be competent in Microsoft Office Suite, specifically Word, Excel, and Outlook.
• Must be highly motivated, organized, professional and courteous with the ability to deal effectively with internal and external customers who require high levels of patience, tact and diplomacy.
• Must be good at problem solving and possess strong written and verbal communication skills.
• Must be able to follow instructions from Management as well as be a team player.
• Requires the ability to multi-task and manage time effectively.

Preferred Knowledge, Skills and Abilities

• Coursework in Hotel Management or previous experience working in a hotel as front desk receptionist
• Experience with any property management system, preferably RDP (Resort Data Processing) Win – housing reservation database

 Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $- $55,000/ 80,900 a year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.