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Front Desk Operations Specialist
Operations
Wailuku, HI, USA
USD 21-26 / hour
Posted on Jun 22, 2026
Position: Front Desk Operations Specialist
Pay Range: $21 to $26/hour
Classification: Regular Full-Time I non-exempt
Location: On-site, Ma'alaea 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
- 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
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 the Operations Coordinator
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
- 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
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 PWF's 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.
The above information has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications. Management has the right to add to, revise, or delete information in this description at any time.
Why Join Us?
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.
Ready to Dive In?
If you are enthusiastic about our mission and meet the qualifications, we want to hear from you! Apply today to become a part of our dedicated team.
Pacific Whale Foundation is an equal opportunity employer.
All job offers are contingent upon completion of a background check.
Equal Opportunity Employer Statement
Pacific Whale Foundation is an Equal Opportunity Employer. We are committed to the principles of equal employment opportunity and comply with all applicable federal, state, and local laws. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, genetic information, marital status, arrest and court record, domestic or sexual violence victim status, reproductive health decision-making, credit history, or any other protected category under federal, state, or local law.
We welcome and encourage applicants from diverse backgrounds and are committed to fostering an inclusive, respectful, and equitable workplace.
If you require reasonable accommodation in the application or hiring process, please contact us at HRDepartment@pacificwhale.org.