Office Admin

$47,840 - $56,160/Yr

Unclassified - Costa Mesa, CA

Full-time - Entry Level

Costa Mesa, CA

About the position

As the Office Administrator at Zero Impact Energy, you will play a vital role in ensuring the smooth operation of the office by providing essential administrative support, managing office resources, and facilitating communication between internal and external stakeholders. Your organizational skills, attention to detail, and ability to multitask will significantly contribute to the efficiency and productivity of the office environment. This position requires a proactive approach to managing various office functions and supporting the HR department with new hire orientation and account creation. You will also be responsible for overseeing building management tasks, including HVAC, plumbing, and repairs, while finding and managing contractors necessary for the operation of the company headquarters. In addition to these responsibilities, you will assist in scheduling, organizing, and managing the workload of executives and directors, which includes helping with transportation, flights, accommodations, and services. You will ensure that all major supplies in the building are stocked, including toiletries, kitchen supplies, and cleaning supplies. Your role will also involve organizing and spearheading filing and document management initiatives for various groups within the organization, implementing effective office organization strategies in the headquarters. You will oversee the work of all operations employees to ensure productivity and adherence to deadlines and company standards. Communication is key in this role, as you will be answering telephone calls and emails from customers and clients, directing them to the relevant staff. Monitoring office supplies and ordering new stationery, furniture, appliances, and electronics as required will also be part of your duties. Additionally, you will be involved in interviewing and training new office employees, organizing their daily workload, and coordinating maintenance companies to keep the office clean and safe. Reporting office progress to senior management and collaborating with them to improve office operations and procedures will be essential to your success in this role.

Responsibilities

• Assist HR support inclusive of new hire orientation, account creation, etc.
• Manage building operations including HVAC, plumbing, and repairs, and find/manage contractors for company HQ.
• Schedule, organize, and manage executive and director workloads, including transportation, flights, and accommodations.
• Stock major supplies in the building, including toiletries, kitchen supplies, and cleaning supplies.
• Organize and spearhead filing and document management initiatives for various groups in the organization.
• Oversee the work of operations employees to ensure productivity and adherence to deadlines and company standards.
• Answer telephone calls and emails from customers and clients, directing them to relevant staff.
• Monitor office supplies and order new stationery, furniture, appliances, and electronics as required.
• Interview and train new office employees and organize their daily workload.
• Organize maintenance companies to keep the office clean and safe and ensure appliances are in good working order.
• Report office progress to senior management and work with them to improve office operations and procedures.
• Perform additional duties as assigned.

Requirements

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Proven experience in an administrative role, office management, or related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with individuals at all levels.
• Strong organizational skills with the ability to prioritize tasks, manage time effectively, and meet deadlines.
• Attention to detail and accuracy in data entry, record-keeping, and document management.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Adaptability and flexibility to work in a fast-paced environment and handle multiple tasks simultaneously.

Nice-to-haves

• Experience working with Shartsheets is preferred.
• Knowledge of construction processes, safety regulations, and building codes.
• Process-oriented with experience in developing processes to track multiple projects.

Benefits

• 401(k)
• Competitive salary
• Health insurance
• Paid time off