Workplace Service Specialist

Defender of Wildlife; Washington (District of Columbia); On-site; USD 32,000 - 37,000; Full time

Job summary

Defenders of Wildlife is seeking a Workplace Service Specialist in Washington, DC to join our Facilities team. The role provides back‑up support to the front desk and receptionist areas and handles mail, deliveries, supply management, conference room setup, and light maintenance.

The position requires a high school diploma and about 1 year of admin experience, with 2+ years preferred. It involves coordinating with vendors, assisting new hires, and ensuring a welcoming, organized office

Qualifications

• Requires ability to interpret instructional documents such as safety rules and operating instructions.
• Proactive self-starter who can work independently and in a team.
• Demonstrated ability to multi-task, manage time and meet deadlines.

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 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 simple malfunctions as needed.
• Restock and maintain all office and pantry supplies in assigned areas.
• Support conference room set up.
• Must be able to use Outlook to send and receive emails.
• Assist with new hire office setups.
• Assist building engineer with light building maintenance.
• Welcome staff, visitors, and guests in the lobby with a professional demeanor.
• Maintain the appearance and readiness of common areas and breakrooms.
• Monitor shared spaces and report maintenance or equipment issues.
• Provide routine support for conference rooms before and after meetings.
• Maintain pantry and beverage stations by replenishing supplies.
• Perform light duties to maintain a professional office environment.
• Coordinate with janitorial vendors for issues beyond routine maintenance.
• Conduct periodic inspections of shared spaces and communicate concerns.

Skills

Time management

Multi-tasking

Strong sense of urgency

Office organization

Attention to safety and housekeeping

Education

High school diploma or equivalent

1 year relevant administrative experience

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Workplace Service Specialist

Regular Full-Time Washington, DC, US

Salary Range: $23.56 To $26.92 Hourly

DEFENDERS OF WILDLIFE

POSITION DESCRIPTION

JOB TITLE: Workplace Service Specialist

Hourly Rate: $23.56 - $26.92

FLSA: Non-Exempt

DEPARTMENT: Operations

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
• Must be able to use Outlook to send and receive emails.
• 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.

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

Knowledge, 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 elevate as needed.

PHYSICAL ACTIVITIES, ENVIRONMENTAL CONDITIONS, PHYSICAL DEMANDS

Physical Activities

Check all that apply

Frequency

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

Low temperatures.

N

High temperatures.

N

Outdoor elements such as precipitation and wind.

N

O

Hazardous conditions.

N

N

Small and/or enclosed spaces.

O

No 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.

x

Medium 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.