Office Admin/IT Helpdesk Specialist

Sciens Building Solutions, based in Pleasanton, California, is seeking an Office Admin/IT Helpdesk Specialist to handle a blend of IT support, administrative tasks, and executive assistance on site. This multi-hat role requires a proactive, organized individual who can work independently to keep IT services and office operations running smoothly.

Compensation: USD 36 - 38 per hour; onsite in Pleasanton, CA.

Responsibilities

• Assist with onboarding new employees by provisioning hardware and devices.
• Track IT requests as they come in and assist with troubleshooting issues.
• Enter and import inspection data into the customer database.
• Collaborate with key stakeholders across the organization to deliver IT solutions.
• Support the IT team in maintaining hardware, software, and mobile devices.
• Create and maintain internal databases used for scheduling customer inspections.
• Provide technical support to team members as needed.
• Organize and manage IT resources, inventory, and equipment.
• Oversee office services to ensure organized operations and procedures.
• Maintain controlled correspondence processes.
• Design and maintain filing systems.
• Review and approve office supply requisitions.
• Coordinate and track clerical tasks to completion.
• Enhance office efficiency through planning and execution of equipment procurement, layouts, and office systems.
• Serve as the lead contact for maintenance, mail, shipping, supplies, equipment, bills, and errands.
• Organize office operations and procedures and schedule meetings and appointments.
• Collaborate with People & Culture to uphold office policies as necessary.
• Manage vendor, service provider, and landlord relationships to ensure items are invoiced and paid on time.
• Provide general support to reception and assist visitors.
• Develop standards and promote initiatives to improve operational procedures.
• Contribute to planning and executing company events, including the annual holiday party.
• Monitor and maintain office supplies inventory and review potential acquisitions with Division leadership for approval.
• Maintain confidentiality of employee, customer, and company information in line with policy.
• Support adherence to safety culture and safety initiatives.
• Maintain Division leadership schedules, calendars, and appointments.
• Assist with special projects by gathering information, tracking progress, preparing reports, and updating Division leadership.

Requirements

• High school diploma.
• 2-5 years of experience in IT operations.
• Working knowledge of MS SQL.
• Familiarity with computer systems, security, networks, systems administration, databases/storage, and phone systems.
• Solid understanding of IT infrastructure and operations best practices.
• 2-5 years of proven office/administrative management experience.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Excellent time management with the ability to multitask and prioritize; strong organizational and planning abilities.
• Attention to detail and problem-solving capabilities.
• Strong critical thinking and decision-making skills.
• Proven ability to organize and prioritize work.
• Basic knowledge of accounting, data, administrative, HR, and business practices and procedures.
• Basic understanding of administrative and clerical procedures and systems.
• Proficiency with Microsoft Office Suite or related software.

Technologies

• MS SQL
• Microsoft Office Suite

Benefits

• Competitive salary based on qualifications
• Paid time off plan and holidays
• 401(k) matching
• Short term and long term disability
• Medical, dental, and vision plans with options
• Life insurance
• Professional career development opportunities