Front Desk Operations Specialist

Pacific Whale Foundation • Wailuku, HI

10h • Onsite

About The Position

The Front Desk Operations Specialist supports the daily flow of operational communication, supplies, and shared workspace readiness across the operations base. This role executes structured administrative and operational support workflows that help maintain organized, efficient, and operationally ready workspaces and support areas. This role is primarily execution-focused and supports established operational workflows related to front desk coordination, deliveries, laundry circulation, supply staging, and shared space readiness. The position does not oversee operational systems, scheduling, procurement, regulated material handling, or operational planning functions.

Requirements

• 1–3 years of administrative, operations support, or logistics support experience
• Strong attention to detail, organization, and reliability
• Strong communication and follow-through skills
• Ability to consistently follow structured processes and priorities
• Ability to manage multiple recurring operational support tasks independently
• Comfortable performing active, hands-on work including stocking, organizing, laundry handling, and movement of supplies

Responsibilities

• Executes front desk communication workflows to ensure accurate and timely information flow across departments: Answers and routes incoming phone calls, Takes and relays messages to appropriate personnel, Directs internal and external inquiries to correct departments, Escalates urgent or time-sensitive information to the Operations Coordinator.
• Supports communication flow between vessel crews, vendors, transportation providers, catering teams, and operational departments to help identify, communicate, and resolve day-to-day operational issues or delays.
• Helps ensure timely communication flow between operational teams and departments.
• Executes intake and distribution of all incoming materials: Receives, signs for, and logs deliveries and mail, Sorts and distributes items to appropriate departments or storage locations, Notifies team members of received deliveries, Maintains organized and secure package and storage areas, Prepares outgoing shipments as directed, Maintains accurate intake logs and delivery records as required.
• Executes physical supply flow and staging: Receives and breaks down incoming supply shipments, Stocks and organizes office, kitchen, and operational supply areas, Stages supplies for vessel or operational use as directed, Maintains clean, labeled, and organized storage areas, Communicates low inventory levels or supply concerns to the Operations Coordinator.
• Executes laundry handling and soft goods circulation: Collects used towels, rags, and soft goods from vessels or designated areas, Washes, dries, folds, and organizes laundry or coordinates external laundry services, Restocks clean, soft goods into designated storage locations, Maintains cleanliness and organization of laundry areas, Flags damaged or missing items for review.
• Maintains cleanliness and readiness of front-of-house and shared spaces, including: Maintains professional presentation of lobby, reception, and front desk areas, Maintains kitchen/breakroom cleanliness and basic stocking, Refills shared-use items (coffee, water, paper goods, etc.), Ensures shared spaces remain organized and operationally ready, Reports facility issues to the appropriate department.
• Executes basic administrative and support tasks: Prints, copies, and prepares documents as requested, Maintains basic filing and document organization, Assists with assembling operational materials or internal packets, Executes assigned operational readiness tasks related to daily operations, Follows structured workflows established by the Operations Coordinator.

Benefits

• The work you do with Pacific Whale Foundation directly supports our mission to protect the ocean and promote environmental stewardship.
• This is more than just a job—it's an opportunity to contribute to meaningful change while enjoying a rewarding and supportive work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed