As the Office Administrator you will play a crucial role in ensuring the smooth and efficient operation of our office and facilities. We value Harmony, Innovation, Transparency, Growth, and Ownership, and we’re looking for an organized and proactive Office Administrator to support our team. You will be responsible for overseeing office maintenance, managing vendor relationships, and providing support to various departments including IT and Accounting. This role is part-time, 20- 25 hours per week with a rate of $20/hour and will be required in the San Diego Office. Ideally, hours will be between 10 am - 3 pm Monday through Friday. We will be open to some flexibility.
Responsibilities:
Facilities Management:
- Ensure the office is safe, clean, and well-maintained.
- Coordinate and oversee office repairs, renovations, and maintenance projects.
- Manage relationships with facility service providers, including property management, security and maintenance contractors.
- Monitor and maintain office supplies, equipment, technology and furniture inventory. Purchase office supplies, snacks/drinks, and office technology as needed.
- Handle office keys, issuing parking fobs, and facilitate all parking communications with and security.
- Supervision of front desk operations including but not limited to collecting and organizing mail, dispatching calls and voicemails to appropriate departments,
- Coordinate in-office events, including set-up, breakdown and various event logistics.
Health and Safety Compliance: - Maintain compliance with health and safety regulations and best practices.
- Implement and update office safety protocols and procedures.
- Ensure that emergency response equipment and plans are up-to-date.
Space Planning: - Collaborate with department heads to plan office space layouts and optimize space utilization.
- Coordinate office moves, furniture installations, and workspace adjustments.
Requirements
Qualifications:
- Previous experience in office management, facilities management, or a related field preferred.
- Experience in some IT systems, such as wiping laptops, security training etc.
- Strong organizational skills with attention to detail.
- Excellent communication and interpersonal skills.
- Proficiency in office software (e.g., Google Suite).
- Ability to work independently and solve problems proactively.
- Knowledge of health and safety regulations is a plus.
Benefits
- Medical, Dental and Vision Insurance
- PTO
- Sick Pay
- 401k Plan
- Great Office Environment
About Ivy
We are a team that is on a mission to evolve the way that shared buildings create, use, and think about energy. Our virtual grid software unlocks solar and distributed energy savings and environmental benefits to renters and other tenants of shared real estate.
We connected as a team with the firm conviction that we can use technology and innovative problem solving to fix the problems that exist for distributed energy asset growth in a shared community environment. Our team comes from a variety of different backgrounds including real estate development, energy monitoring software, and solar industry operations.
Ivy Energy is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
