Guest Services Coordinator

Organization 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 helps to 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 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 Bachelor’s 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