Office Administrator - Costa Mesa, CA

As the Office Administrator, you will play a vital role in ensuring the smooth operation of the office by providing administrative support, managing office resources, and facilitating communication between internal and external stakeholders. Your organizational skills, attention ...

Job description

As the Office Administrator, you will play a vital role in ensuring the smooth operation of the office by providing administrative support, managing office resources, and facilitating communication between internal and external stakeholders. Your organizational skills, attention to detail, and ability to multitask will contribute to the efficiency and productivity of the office environment.

JOB RESPONSIBILITIES:

• Assist HR support inclusive of new hire orientation, account creation, etc.
• Building Management, HVAC, Plumbing, Repairs, Finding and managing various contractors needed for the operation of company HQ
• Assist in Scheduling, organizing, and managing general executive and director workload inclusive of helping with transportation, flights, accommodations, and services
• Stocking all major supplies in the building inclusive of toiletries, kitchen supplies, cleaning supplies, etc
• Organizing and spearheading filling and document management initiatives for the various groups in the organization, implementing office organization in the HQ.
• Overseeing the work of all operations employees to ensure they work productively and meet deadlines and company standards
• Answering telephone calls and emails from customers and clients and directing them to relevant staff
• Monitoring office supplies and ordering new stationery, furniture, appliances, and electronics as required including employee PCs and equipment.
• Interviewing and training new office employees and organizing their daily workload.
• Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
• Reporting office progress to senior management and working with them to improve office operations and procedures
• Additional duties as assigned

QUALIFICATIONS:

• 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.

Education and Experience:

• Proficient in engaging effectively with individuals at all levels, including C-level executives.
• Experience working with Shartsheets is preferred
• Knowledge of construction processes, safety regulations, and building codes.
• Process-oriented; with experience in developing a process to keep track of multiple projects at one time. From scheduling meetings to capturing the next steps and efficiency improvements, all the way to the time of delivery/completion
• Experience multitasking, and working in a fast-paced, demanding environment
• Excellent spelling, grammar, and editing skills required
• Excellent communication (verbal and written) and interpersonal skills required
• Ability to perform well independently as well as part of a team
• Ability to develop strong relationships with all levels of employees

Physical Requirements:

• Stand, walk, sit, talk, hear, type, and write.
• Reach with hands and arms, bend, stand on a stool, or climb, and use fingers and hands to feel objects, tools, or controls.
• Use standard office equipment such as computers, smartphones, printers, photocopiers, etc.
• Prolonged periods of sitting at a desk and working on a computer.
• Lift files and open desk drawers and filing cabinets.

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, duties, and skills required.

AAP/EEO Statement:

Zero Impact Solutions is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status or any other characteristic protected by federal, state, or local law, and will not be discriminated against on the basis of disability.

Job Type: Non-Exempt Hourly

Pay: $ $27.00

• The above represents the expected range for this job requisition. Ultimately, in determining your pay, we'll consider your experience and other job-related factors.

Schedule:

8-hour shift Mondays – Fridays

Ability to commute/relocate:

Costa Mesa, CA 92626: Reliably commute or planning to relocate before starting work (Required)

Work Location: In-person (office) no hybrid or remote work.