Workplace Service Specialist

Job Description

Job Description

DEFENDERS OF WILDLIFE

POSITION DESCRIPTION

JOB TITLE: Workplace Service Specialist

Hourly Rate: $23.56 - $26.92

FLSA: Non-Exempt

DEPARTMENT: Operations

LOCATION: Headquarters

REPORTS TO: Facilities Manager

NUMBER OF DIRECT AND INDIRECT REPORT(S): 0

LAST REVISED: July 2026

POSITION SUMMARY

The Workplace Service Specialist acts as part of our Facilities team to meet the operational and service needs of Defenders of Wildlife at Headquarters, Field Offices, and remote working employees. The Workplace Service Specialist acts as part of the larger facilities team and will provide back-up support to the front desk and receptionist areas.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Open, organize, sort and research incoming mail, documents and catalogs
• Receive all inbound deliveries from FedEx, UPS, DHL, USPS, and other vendors
• Desk side delivery for packages received from FedEx, UPS, DHL, USPS, and other vendors
• Order, receive and deliver department supplies
• Receive all incoming/outgoing messenger and courier packages to/from merchants
• Order shipping supplies
• Use copiers, scanners, mail openers, and labeling equipment
• Set up equipment, load materials, clear jams, and resolve other simple malfunctions as needed
• Restock and maintain all office and pantry supplies in assigned areas
• Support conference room set up
• Support video conferencing set-up
• Must be able to use Outlook to send and receive emails.
• Data entry
• Assist with new hire office setups
• Assist building engineer with light building maintenance (hanging pictures, bulletin boards)
• Welcome staff, visitors, and guests in the lobby with a professional and friendly demeanor, while monitoring building access and maintaining visitor sign-in/security procedures.
• Maintain the appearance and readiness of common areas, including breakrooms, conference rooms, copy areas, and other shared spaces by performing routine organization, replenishment of supplies, and light surface cleaning throughout the workday.
• Monitor shared spaces throughout the day to ensure they remain clean, organized, and operational, including removing abandoned items, arranging furniture, and reporting maintenance or equipment issues requiring attention.
• Provide routine support for conference rooms before and after meetings, including resetting furniture, ensuring audiovisual equipment is properly arranged, removing materials left behind, and preparing the room for the next scheduled use.
• Maintain pantry and beverage stations by replenishing supplies, loading and unloading dishwashers, cleaning countertops, sinks, and appliances, and ensuring the areas remain stocked and presentable.
• Perform light duties as needed to maintain a professional office environment, including spot-cleaning surfaces and addressing minor spills in common areas, and coordinating with janitorial vendors for issues beyond the scope of routine maintenance.
• Conduct periodic inspections of shared office spaces and communicate operational, maintenance, safety, or supply concerns to the Facilities Manager.
• Perform all other related duties as assigned.
• No travel required.

QUALIFICATIONS

Education: High school diploma or equivalent 

Experience: 1 year of relevant administrative experience. (2+ years of experience preferred)

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

Knowledge, Skills, Abilities for All Defenders

-skills-and-abilities

Knowledge, Skills, Abilities for the Office Support Specialist

1. Ability to interpret instructional documents such as safety rules, operating and maintenance instructions, and procedure manuals.
2. Self-starter, able to work independently and as part of a team and must have good time management skills.
3. Ability to multi-task and meet deadlines.
4. Must possess a strong sense of urgency.
5. Ability to maintain a clean, organized, and welcoming office environment while balancing multiple operational priorities.
6. Ability to identify facility, safety, or housekeeping concerns and take appropriate action independently or escalate as needed.

PHYSICAL ACTIVITIES, ENVIRONMENTAL CONDITIONS, PHYSICAL DEMANDS

Physical Activities

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.

O

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.

O

Remaining in a stationary position, often standing or sitting for prolonged periods.

C

Moving about to accomplish tasks or moving from one worksite to another.

N

Adjusting or moving objects up to 10 pounds in all directions.

C

Communicating with others to exchange information.

C

Repeating motions that may include the wrists, hands and/or fingers.

C

Operating machinery and/or power tools.

N

Operating motor vehicles or heavy equipment.

N

Assessing the accuracy, neatness and thoroughness of the work assigned.

C

Environmental Conditions

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Low temperatures.

N

High temperatures.

N

Outdoor elements such as precipitation and wind.

N

Noisy environments.

O

Hazardous conditions.

N

Poor ventilation.

N

Small and/or enclosed spaces.

O

No adverse environmental conditions expected.