Administrative Coordinator

Overview At Pacific Northwest National Laboratory (PNNL), the Energy and Environment Directorate focuses on delivering science and technology solutions for the nation’s energy and environmental challenges. BS&D is part of the Electricity Infrastructure and Buildings Division, which accelerates the transition to an efficient, resilient, and secure energy system through research, data analytics, and policy analysis. Position Summary BS&D is seeking an Administrative Coordinator to provide administrative support to a geographically distributed team of approximately 50 engineers, scientists, and project managers. This full‑time role reports to the BS&D Group Leader and will coordinate administrative activities across the division and the PNNL‑Portland office, with on‑site presence required at least four days per week. Responsibilities Coordinate the Group Leader’s calendar, meetings, and cyclical activities, including tracking action items and follow‑up. Manage group calendars, recurring meetings, and communication forums. Assist group members with travel requests, booking, expense reporting, training tracking, document routing, and other administrative tasks using PNNL business systems. Purchase office supplies and equipment with PCard and B2B systems, track purchase requests, and liaise with vendors and finance. Support hiring activities by coordinating interview logistics and communications. Facilitate onboarding of new staff, including ordering equipment, scheduling meetings, and connecting them to group resources. Provide guidance on PNNL administrative policies and procedures, making referrals when necessary. Coordinate space, equipment, badging, and visitor support for the PNNL‑Portland office. Maintain group information and communication materials on SharePoint or websites. Compose, edit, proofread, and format correspondence and meeting materials. Collect signatures, route documents for approval, and track administrative actions through completion. Prioritize and organize daily work, identify process gaps, and recommend improvements. Support organizational events and travel to other PNNL locations, approximately four times per year. Qualifications Minimum Qualifications: High school diploma/GED with 6 years of administrative experience, or AA degree (or higher) with 4 years of administrative experience. Experience in planning meetings and coordinating travel. Preferred Qualifications: Knowledge of departmental and company administrative policies, procedures, and business systems. Experience providing support to a manager or geographically distributed organization. Calendar and meeting coordination experience. Domestic business travel coordination and expense reporting expertise. High‑volume form processing (awards, purchase requisitions, reimbursements, approvals) with completion tracking. Proficient use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint). Excellent written and verbal communication skills, including editing and formatting. Strong organizational skills and attention to detail. Initiative, independent work within procedures, and escalation of issues. Discretion and professionalism with confidential information. Customer‑service orientation and professional interaction with staff, vendors, and office partners. Requirements U.S. Citizenship required. Federal background investigation and eligibility for class‑C security clearance. Pre‑employment and random drug testing, including prohibition of illegal drugs for the prior 12 months. On‑site presence at least four days per week. Equal Employment Opportunity PNNL is an Equal Employment Opportunity employer. We consider all applicants for employment without regard to race, religion, color, sex, national origin, age, disability, genetic information, veteran status, or any other protected status. Reasonable accommodations are available for individuals with disabilities and disabled veterans. Benefits Health insurance, dental and vision coverage, telehealth, mental health benefits, wellness coaching, health savings accounts, flexible spending accounts, basic life and disability insurance, employee assistance program, travel insurance, tuition assistance, relocation assistance, backup childcare, legal benefits, parental bonding leave, adoption assistance, fertility support, pension plan, 401(k) with match, up to 120 vacation hours per year, and ten paid holidays. Pay USD $28.13 per hour – $41.06 per hour. #J-18808-Ljbffr