Office & Operations Administrator

Zero Impact Energy•Costa Mesa, CA

1d•Onsite

About The Position

The Office & Operations Administrator keeps Zero Impact Energy’s Costa Mesa office and employees’ tools running smoothly. This hands-on role combines office operations with IT support, including workstation, account, and software administration; building and vendor coordination; supplies, shipping, and PPE; and company asset tracking. The administrator is the first point of contact for common technology issues and owns purchasing, vendor coordination, and systems that keep the office organized. The role’s stated time allocation is IT Support & Systems (35%), Facilities & Vendors (20%), Office Administration, Purchasing & Shipping (30%), and Asset Management & Onboarding (15%). It is an onsite, full-time, hourly, non-exempt position at the company’s Costa Mesa, California office, scheduled for an 8-hour shift Monday through Friday. The listed pay range is $26.00–$31.00 per hour.

Requirements

At least 2 years of experience in office administration, IT support or help desk, office coordination, or a similar role; ideally a combination of these areas.
Hands-on experience setting up computers, workstations, monitors, printers, and peripherals.
Ability to troubleshoot hardware, software, internet, and network issues.
Experience administering user accounts in Google Workspace and/or Microsoft 365.
Ability to manage multiple day-to-day responsibilities, maintain accurate inventories and trackers, and follow through on vendors and orders without reminders.
Comfort requesting and comparing quotes, placing orders, and holding vendors to schedule and budget.
Friendly, professional, and clear communication with employees, visitors, vendors, and field crews.
Dependable, proactive approach and willingness to help where needed; ability to handle interruptions and short-notice problems calmly.
Ability to work onsite at the Costa Mesa office Monday through Friday; the position is not hybrid or remote.
Ability to lift and move up to 50 lb and use a step stool or ladder for stocking and workstation setup.
Strong communication skills and attention to detail.
Ability to perform the physical activities described, including standing, walking, sitting, talking, hearing, typing, writing, prolonged desk and computer work, reaching, bending, kneeling, handling tools and small components, and occasionally lifting and carrying up to 50 lb.
Ability to use standard office equipment such as computers, smartphones, printers, and copiers.

Nice To Haves

Google Workspace Administrator certification.
Google IT Support Professional Certificate or CompTIA A+.
Experience with an asset-tracking or ticketing tool such as Snipe-IT, Asset Panda, Freshservice, or Jira Service Management.
Experience with shipping platforms and vendor portals such as UPS, FedEx, Amazon Business, or Uline.
Daily use of AI tools such as ChatGPT, Claude, Gemini, or Microsoft Copilot to draft, summarize, and work faster.
Experience in construction, EV charging, solar, or another business with field crews.
Valid California driver’s license and clean driving record for occasional supply and PPE runs; mileage is reimbursed.

Responsibilities

Set up, configure, and troubleshoot laptops, workstations, monitors, printers, conference-room equipment, and other office technology.
Troubleshoot computer, internet, Wi-Fi, network, and software issues, escalating to internet, network, and software vendors when needed.
Create, change, and deactivate user accounts and manage licenses and seats in Google Workspace, Slack, Microsoft 365, and Adobe.
Maintain basic security practices, including MFA, password-manager use, device passcodes, screen locks, and standard software builds for new machines.
Track software licenses and subscriptions, identify unused seats, and flag upcoming renewals.
Maintain IT documentation, including setup checklists, account and access lists, and vendor and support contacts.
Coordinate building maintenance, repairs, and office upkeep, including HVAC, plumbing, electrical, janitorial, pest control, alarm, and access services.
Request and compare vendor quotes, recommend selections, schedule work, and confirm completion.
Maintain a vendor and contract register with contacts, terms, and renewal dates.
Serve as a point of contact for the property manager, service providers, deliveries, employees, visitors, and vendors.
Order office, breakroom, and restroom supplies; keep kitchen essentials stocked and replenish them on a set schedule.
Manage small-parcel shipping, receiving, outgoing packages, labels, tracking, and returns.
Coordinate and prepare new-hire PPE and field equipment for construction and field-service staff.
Keep the office clean, organized, welcoming, and functional.
Maintain an accurate inventory of company assets, including serial numbers, condition, and current assignment.
Run new-hire setup checklists so workstations, accounts, phones, badges or keys, and PPE are ready on the employee’s first day.
Run exit checklists, deactivate accounts on the day of separation, and recover assigned assets.
Track equipment check-out and check-in, repairs, and replacements; recommend replacements before equipment fails.
Perform other duties as assigned.