Office & Operations Administrator

Zero Impact Energy•Irvine, CA

1d•Onsite

About The Position

The Office & Operations Administrator keeps Zero Impact Energy’s Costa Mesa office and employees’ technology running smoothly. This hands-on role combines IT support with office operations, facilities coordination, purchasing, shipping, vendor management, asset tracking, and employee onboarding and offboarding. The administrator is the first point of contact for everyday technology problems and owns the practical systems that keep the office organized and functional. The role’s expected time allocation is IT support and systems (35%), facilities and vendors (20%), office administration, purchasing and shipping (30%), and asset management and onboarding/offboarding (15%). The position is onsite at the Costa Mesa office, Monday through Friday, with an eight-hour shift. It is full-time, hourly, and non-exempt. The stated 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; a combination of office and IT experience is preferred.
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 schedules and budgets.
Strong communication skills and attention to detail.
Friendly, professional, and clear communication with employees, visitors, vendors, and field crews.
Dependable and proactive approach, willingness to assist where needed, and ability to handle interruptions and short-notice problems calmly.
Ability to work onsite at the Costa Mesa office Monday through Friday; remote and hybrid work are not available.
Ability to lift and move up to 50 pounds and use a step stool or ladder for stocking and workstation setup.
Ability to commute reliably to Costa Mesa, CA 92626, or plan to relocate 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 more efficiently.
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 problems, escalating issues to relevant vendors when needed.
Administer user accounts and access in Google Workspace, Slack, Microsoft 365, and Adobe, including creating, changing, and deactivating accounts and managing licenses and seats.
Maintain basic security practices, including MFA, password management, device passcodes, screen locks, and standard software builds for new machines.
Track software licenses and subscriptions, including seats, renewals, and costs; identify unused seats and upcoming renewals.
Keep IT setup checklists, account and access lists, and vendor and support contacts documented and current.
Coordinate building maintenance, repairs, and office upkeep, including HVAC, plumbing, electrical, janitorial, pest control, alarms, and access systems.
Obtain 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 the point of contact for the property manager, service providers, deliveries, visitors, and vendors.
Order office, breakroom, and restroom supplies; keep the kitchen stocked and replenish supplies on a schedule.
Manage small-parcel shipping and receiving, including carrier accounts, labels, tracking, and returns.
Coordinate and 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.
Keep the office clean, organized, welcoming, and functional.
Maintain an accurate inventory of company assets, including serial numbers, condition, and current assignment.
Complete new-hire setup checklists so workstations, accounts, phones, badges or keys, and PPE are ready on the employee’s first day.
Complete exit checklists, deactivate accounts on the day of separation, and recover assigned assets.
Track equipment check-outs and returns, repairs, and replacements; recommend replacement before equipment fails.
Perform other duties as assigned.