NOIRLab Receptionist Hilo, Hawaii

NSF NOIRLab is the preeminent U.S. national center for ground-based nighttime optical and infrared astronomy, dedicated to enabling breakthrough discoveries in astrophysics through the development and operation of state-of-the-art observatories, data products, and scientific services. Operating as a Federally Funded Research and Development Center (FFRDC), NOIRLab supports multiple programs, including Gemini, Rubin, MSO (CTIO and KPNO), and CSDC, with facilities across Arizona, Chile, and Hawaiʻi.

We are seeking a Receptionist / Administrative Assistant to join the Gemini North Hilo Base Facility. In this role, you will serve as the primary point of contact for employees, visitors, researchers, and contractors, creating a welcoming and professional experience while providing essential administrative support for facilities operations, onsite meeting coordination, guest registration, and office services. This position is ideal for a customer-focused professional with excellent organizational and communication skills who enjoys supporting a collaborative, mission-driven workplace.

• Welcome visitors, determine the nature of their business, direct them to the appropriate office or staff member, and provide general information.
• Answer and route incoming calls to the main office, responding to inquiries in a courteous and professional manner.
• Coordinate visitor registration, issue and track visitor access cards and parking permits, and ensure compliance with site access procedures.
• Manage the filing, organization, and retrieval of facilities documentation, including maintenance records, contractor correspondence, and safety permits.
• Prepare, format, and distribute facility communications, operational updates, forms, and memoranda.
• Conduct routine inspections of lobby and reception areas to ensure they maintain professional standards and remain safe and welcoming.
• Coordinate the scheduling and use of shared spaces, including conference rooms and visitor offices.
• Maintain hospitality areas, break rooms, and related supplies to provide a professional environment for staff and visitors.
• Monitor the status of Hilo Base facilities service requests and provide updates to staff regarding ticket progress.
• Maintain and update the Hilo Facilities Confluence knowledge base to ensure operational documentation remains accurate and current.
• Support the proper management and accountability of AURA property by reporting missing, damaged, or non-functioning equipment in accordance with organizational procedures.
• Perform other duties as assigned.

• High school diploma or equivalent.
• Knowledge of general office procedures and administrative practices.
• Strong customer service skills with professional telephone etiquette.
• Proficiency with Microsoft Office applications, Google Workspace, and standard office equipment, including computers, telephones, copiers, scanners, and multifunction devices.
• Strong verbal communication and interpersonal skills.
• Ability to communicate effectively both in person and by telephone.
• Ability to work cooperatively with others and perform effectively under general supervision.
• Professional, courteous, and service-oriented demeanor with the ability to interact positively with employees, visitors, and the public.

• Minimum of one year of experience in a receptionist, front desk, administrative support, or customer service role involving public interaction and clerical responsibilities.

• Must be able to remain in a stationary position at least 50% of the time.
• Occasional need to move about inside the office environment to access files, office tools, attendance in a meeting room, etc.
• Constantly operates a computer and other office productivity tools that require fine motor skills, such as a calculator, copy machine, computer printer, etc.
• May occasionally need to position self to maintain computer and related tools.
• Seldomly needed to move objects up to 10 pounds.
• Constant communication with other individuals. Must be able to discern and exchange information as appropriate to the situation.
• Constant need to distinguish, discern, and…