Office & Operations Administrator

Zero Impact Energy•Newport Beach, 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 and IT support, including maintaining workstations, accounts and software; coordinating building maintenance and vendors; managing supplies, shipping and PPE; and tracking company assets. The administrator is the first point of contact for routine technology issues and owns vendor coordination, purchasing and systems that help keep the office organized. Time is allocated approximately as follows: IT support and systems (35%); facilities and vendors (20%); office administration, purchasing and shipping (30%); and asset management and onboarding/offboarding (15%). The role is onsite in Costa Mesa, California, Monday through Friday, with an eight-hour shift. It is full-time, hourly and non-exempt.

Requirements

At least 2 years of experience in office administration, IT support/help desk, office coordination or a similar role, ideally combining office and IT responsibilities.
Hands-on experience setting up computers, workstations, monitors, printers and peripherals.
Comfort troubleshooting 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.
Dependability, proactivity, willingness to help where needed, and ability to handle interruptions and short-notice problems calmly.
Ability to work onsite at the Costa Mesa office Monday through Friday; hybrid and remote work are not offered.
Ability to lift and move up to 50 pounds and use a step stool or ladder for stocking and workstation setup.
Strong communication skills and attention to detail.
Ability to stand, walk, sit, talk, hear, type and write; work for prolonged periods at a desk and computer; reach, bend, kneel and handle tools, cables and small components; and occasionally lift and carry up to 50 pounds.
Ability to use standard office equipment such as computers, smartphones, printers and copiers.
Must reliably commute to or plan to relocate to Costa Mesa, California 92626 before starting work.

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 relevant vendors when needed.
Administer accounts and access in Google Workspace, Slack, Microsoft 365 and Adobe, including account creation, changes, deactivation, license management and seat tracking.
Maintain basic security practices, including MFA, password management, device passcodes, screen locks and standard software builds for new machines.
Track software licenses, subscriptions, costs and renewals; identify unused seats and upcoming renewals.
Maintain IT setup checklists, account and access lists, and vendor and support contacts.
Coordinate office building maintenance, repairs and upkeep, including HVAC, plumbing, electrical, janitorial, pest control, alarm and access services.
Obtain and compare vendor quotes, recommend vendors, 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 and deliveries.
Order office, breakroom and restroom supplies, keep the kitchen stocked, and replenish supplies on a set schedule.
Manage small-parcel shipping, receiving and outgoing packages, including shipping accounts, labels, tracking and returns.
Prepare new-hire PPE and field equipment for construction and field-service staff.
Answer the front door, greet visitors, and direct guests, deliveries and vendors.
Help 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, keys and PPE are ready on the 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, and recommend replacements before equipment fails.
Perform other duties as assigned.