Office & Operations Administrator

Zero Impact Energy•Fountain Valley, 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 position combines office operations with IT support, including workstations, accounts, software, facilities, vendors, supplies, shipping, PPE, and company asset inventory. The administrator is the first point of contact for issues such as malfunctioning laptops, new-hire account setup, and Wi-Fi outages, and owns vendor coordination, purchasing, and office organization systems. Time is divided among 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 full-time, hourly, non-exempt, and performed in person at the Costa Mesa, California office, Monday through Friday, on an eight-hour shift. 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; 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 schedules and budgets.
Strong communication skills and attention to detail.
Friendly, professional, and clear communication with employees, visitors, vendors, and field crews.
Dependable, proactive approach; willingness to help where needed and calmly handle interruptions and short-notice problems.
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, California, or plan to relocate before starting work.

Nice To Haves

Google Workspace Administrator certification.
Google IT Support Professional Certificate or CompTIA A+ certification.
Experience with asset-tracking or ticketing tools 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 problems, escalating issues to relevant vendors when necessary.
Administer 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, 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 the 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 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 laptops, phones, monitors, tools, PPE, keys, and badges, with serial numbers, condition, and assignments.
Complete new-hire setup checklists so workstations, accounts, phones, badges or keys, and PPE are ready on the first day.
Complete exit checklists, deactivate accounts on the day of separation, and recover assigned assets.
Track equipment check-outs, check-ins, repairs, and replacements, and recommend replacements before equipment fails.
Perform other duties as assigned.