Office Services Specialist

Wounded Warrior Project • San Antonio, TX

17h • Hybrid

About The Position

The Wounded Warrior Project (WWP) Office Services Specialist is the first point of contact for the organization and performs front office reception duties including greeting guests, answering phones, handling incoming inquiries about the organization, conducting training, and serving as a subject matter expert about WWP.

Requirements

• Three years of customer service experience.
• Two years of experience providing administrative support.
• Two years of experience using Microsoft Office.
• Associate degree. Equivalent combination of applicable education, training, certification, or experience may be considered in lieu of degree.
• Strong interpersonal skills with the ability to interact effectively with diverse individuals and build effective working relationships. Ability to respond to sensitive matters with diplomacy and empathy.
• Demonstrated computer proficiency using Microsoft Office, e.g., Word, Excel, Outlook, PowerPoint.
• Effective organizational and time management skills, with the ability to manage multiple tasks, assignments, and priorities within deadlines.
• Strong written and verbal communication skills. Confident communicator with demonstrated ability to present information effectively.
• Proven ability to establish credibility, make decisions, influence others, and drive change.
• Demonstrated ability to work effectively in a collaborative team environment.
• High energy level. Self-starter; willing to take initiative.
• Unequivocal commitment to the highest standards of personal and business ethics and conduct.
• Ability to promote and uphold office culture and core values.
• Mission-driven, guided by core values, and a pleasure to work with.

Nice To Haves

• Two years of office management experience.
• Bachelor’s degree.

Responsibilities

• Answer the door, greet visitors, and assist as needed.
• Maintain inventory, order supplies, and ensure stock of WWP promotional materials.
• Manage incoming telephone calls, determine purpose, and route calls to appropriate staff members.
• Record, secure, and process donor checks to appropriate departments and outside vendors.
• Monitor and respond to general inquiry requests about WWP via email, ensure appropriate handling and distribution.
• Oversee conference room scheduling.
• Serve as the office lead for an assigned regional office, serving as the primary point of contact for WWP IT, Facilities (vehicle and operations), HR, and Finance teams.
• Serve as a liaison to bridge communication between the regional office and WWP leadership.
• Assist in the coordination and facilitation of the monthly Welcome Coordinator call, lead weekly office meetings, and attend the monthly Office Lead call to actively contribute to discussions.
• Coordinate shipping, including weighing, measuring, and movement of packages, and mail distribution within the office.
• Train and mentor office service coordinators on various topics.
• Accurately track and monitor visitor traffic to maintain detailed visitor logs to management monthly.
• Prepare performance metrics to improve team effectiveness for leadership.
• Coordinate with property and maintenance vendors.
• Collaborate with the Facilities team and Facilities Security team to oversee access control, including visitor management, keycard management, CCTV, intruder alarm alerts, email security reminders, emergency readiness and response to security incidents.
• Serve as the initial point of contact for teammate security concerns and supervise the response to security incidents which may include calling 911, alerting building security as necessary, and sharing incident data (Omnilert) to effectively inform and involve the Facilities Security team.
• Organize and facilitate monthly team building activities to promote collaboration, strengthen working relationships, and foster camaraderie among teammates. Oversee and manage the team building budget.
• Facilitate periodic community service teambuilding activities, such as quarterly initiatives. Track and report results.
• Provide office orientation for new teammates, including office walk through and introductions to other teammates.
• Determine office closure due to inclement weather and implement a notification process for WWP leadership, regional teammates, and facilities.
• Maintain vehicle maintenance and log.
• Provide administrative support to program staff as needed e.g., mailings, tracking program information, making appointments.
• Be available and present for executive leadership visits.
• Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
• Other related duties as assigned.

Benefits

• A flexible hybrid work schedule (three days in the office, two days’ work from home)
• Full medical, dental, and vision coverage for both teammates AND family members
• Competitive pay and performance incentives
• A fun, mission-focused, and collaborative team environment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree