Workplace Service Specialist

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 Fed Ex, UPS, DHL, USPS, and other vendors Desk side delivery for packages received from Fed Ex, 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.

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: https://defenders.org/knowledge-skills-and-abilitiesKnowledge, Skills, Abilities for the Office Support Specialist: Ability to interpret instructional documents such as safety rules, operating and maintenance instructions, and procedure manuals. Self-starter, able to work independently and as part of a team and must have good time management skills. Ability to multi-task and meet deadlines. Must possess a strong sense of urgency. Ability to maintain a clean, organized, and welcoming office environment while balancing multiple operational priorities. 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. - OMoving self in different positions to accomplish tasks in various environments including tight and confined spaces. - ORemaining in a stationary position, often standing or sitting for prolonged periods. - CMoving about to accomplish tasks or moving from one worksite to another. - NAdjusting or moving objects up to 10 pounds in all directions. - CCommunicating with others to exchange information. - CRepeating motions that may include the wrists, hands and/or fingers. - COperating machinery and/or power tools. - NOperating motor vehicles or heavy equipment. - NAssessing the accuracy, neatness and thoroughness of the work assigned. - CEnvironmental Conditions Check all that apply - Frequency(N)Never, (O)Occasionally or (C)Constantly Low temperatures. - NHigh temperatures. - NOutdoor elements such as precipitation and wind. - NNoisy environments. - OHazardous conditions. - NPoor ventilation. - NSmall and/or enclosed spaces. - ONo adverse environmental conditions expected.

Physical Demands: Check only one Sedentary work that primarily involves sitting/standing. Light work that includes moving objects up to 20 pounds. - xMedium work that includes moving objects up to 50 pounds. Heavy work that includes moving objects up to 100 pounds or more. All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Defenders of Wildlife provides equal employment opportunity to all qualified individuals without regard to their race, color, ethnicity, religion, national origin, sex, gender, gender identity, sexual orientation, pregnancy, age, genetic information, disability, veterans' status or and any other legally protected class, characteristic or trait per applicable federal, state, or local law. Please be advised this position is union-eligible. This position is part of a union bargaining unit represented by OPEIU Local 2.