Workplace Operations Specialist

Accion International•Washington, D.C.,

2d•$70,000 - $85,000•Hybrid

About The Position

The Workplace Operations Specialist leads day-to-day operations at Accion’s Washington, DC headquarters and supports facilities practices and employee experience across its global hub offices. As the primary on-site contact in DC, the Specialist works with People & Culture, Communications, Global Operations, Global Technology, and the Executive and Leadership Teams to maintain a safe, efficient, connected, and welcoming workplace. The role calls for an autonomous, critical thinker who anticipates needs, resolves operational issues, and organizes complex work, including office and company events and routine office operations. It also provides executive administrative support and reports to the Chief Operating Officer. This is a full-time position based in Washington, DC. The Specialist works in the office Monday through Thursday and may work remotely on Fridays. Occasional travel may be required to support events, facilities assessments, onboarding, or team engagements, estimated at up to 10–15%.

Requirements

3–5 years of relevant experience in facilities administration, workplace operations, office management, hospitality, or a related field.
Experience planning and executing projects and events from start to finish, working independently and seeing tasks through to completion.
Experience managing day-to-day vendor relationships, contracts, and budgets, including processing invoices, tracking expenses, and coordinating service delivery.
Experience supporting operations across one or more offices or locations.
Strong organizational and planning skills, excellent attention to detail, and the ability to manage multiple priorities while supporting staff, executives, and cross-functional teams.
Excellent written and verbal communication skills in English and the ability to interact professionally with colleagues at all levels, including senior leaders and executives.
Proficiency with Microsoft 365, including Excel, Word, Outlook, Teams, and PowerPoint, and ability to use online vendor platforms, office management applications, videoconferencing and audiovisual systems, and other workplace technology.
Critical thinking and sound judgment; ability to work independently, anticipate needs, solve problems proactively, and know when to escalate.
Discretion and professionalism when handling confidential information, including executive and leadership communications.
Interest in Accion’s mission and working globally.
Willingness to embody Accion’s values of excellence, respect, and passion for social change.
Must be currently authorized to work in the United States; Accion does not sponsor work visas or other forms of employment work authorization for this position.

Nice To Haves

Bachelor’s degree, or an equivalent combination of education and experience.
Exposure to a global or matrixed organization.

Responsibilities

Manage day-to-day operations of the Washington, DC office, maintaining a safe, functional, and welcoming environment and helping upkeep shared spaces such as kitchens and common areas.
Serve as the primary contact for building management and facilities vendors; monitor service quality, process invoices, and manage contract renewals in partnership with the COO.
Oversee domestic and international postal and shipping needs and manage office supplies within budget.
Serve as the DC Emergency Response Plan Coordinator and first point of contact during emergencies, applying Accion’s Global Safety and Security Manual and regional security plans.
Administer office access, badge, visitor management, workspace, and conference room reservation processes using Kastle, Maptician, and Outlook, partnering with Global Technology and identifying improvements.
Resolve office and facilities issues independently and escalate complex or high-impact issues to the COO.
Document DC facilities processes, identify opportunities to standardize practices, share best practices, and coordinate with facilities contacts in other hub locations.
Maintain the internal events calendar and office-related intranet pages, coordinating with Communications and local office leads to keep event, procedure, facilities, and safety information accurate.
Plan and execute DC office and organization-wide events, managing logistics, vendors, budgets, and timelines in collaboration with People & Culture.
Coordinate onboarding and offboarding logistics with People & Culture and Global Technology, including equipment, security access, and mailing list updates.
Provide administrative support to the COO, including calendar management, meeting coordination, domestic and international travel planning, and expense reporting in NetSuite.
Coordinate logistics for Global Operations and Leadership Team meetings and offsites, and track action items through completion.
Partner with other Executive Assistants to coordinate travel, lodging, and meeting arrangements for leadership visits and group convenings in the DC area.