Front Desk Operations Specialist

Position: Front Desk Operations Specialist

Pay Range: $21 to $26/hour

Classification: Regular Full-Time I non-exempt

Location: On-site Maalaea Maui

About us:

Pacific Whale Foundation is a 501(c)(3) nonprofit committed to our mission of protecting the ocean through science and advocacy. Since 1980 we have made a significant impact on marine environments and wildlife across the Pacific region. Our mission to inspire environmental stewardship and promote ocean conservation.

POSITION SUMMARY

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.

CORE RESPONSIBILITIES

Communication & Front Desk Coordination

• 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

Deliveries Mail & Intake Management

• 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

Supply Handling & Distribution (Execution Support)

• Executes physical supply flow and staging:
• Receives and breaks down incoming supply shipments
• Stocks and organizes office kitchen and operational supply areas
• Stagessuppliesfor vessel or operational use as directed
• Maintains clean labeled and organized storage areas
• Communicates low inventory levels or supply concerns to theOperationsCoordinator

Laundry & Vessel Soft Goods Flow

• 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

Front Office & Shared Space Upkeep

• 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

Administrative & Operational Support

• 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 theOperationsCoordinator

ROLE BOUNDARIES

This role supports operational execution but does not oversee operational systems scheduling procurement regulated material transport facilities management guest reservations/check-in functions or staff supervision.

REQUIREMENTS

• 13 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

OUR MISSION

To inspire and advance conservation for whales dolphins and the ocean.

This role sits at the heart of that mission. Every NPS point gained every passive guest converted to a promoter and every ocean story told well is a step toward a world that values and protects our ocean.

CORE VALUES

All team members are expected to understand and demonstrate PWFs core values in every interaction:

• Embrace Reciprocal Responsibility (Kuleana) We take responsibility for reciprocal interactions with the ocean the land the communities and each other and hold ourselves accountable for the outcomes of our actions.
• Interact with Humility and Compassion (Aloha) Through empathy integrity and mutual respect we create and nurture a culture of belonging and collaboration.
• Persevere with Wisdom and Creativity (Hoʻomau) We persevere with innovation guided by the pursuit of knowledge to uplift our communities and protect the ocean for generations to come.