Office & Onboarding Coordinator (Part-Time)

TOTAL Deutschland GmbH; Berkeley (CA); On-site; USD 25,000 - 40,000; Part time

Job summary

Integrated Power USA, based in Berkeley, CA, is seeking a proactive Office Administrator on a contracted 20-hour-per-week basis. The role supports building management, onboarding for new hires, IT coordination, and day-to-day office operations to ensure smooth functioning in a dynamic energy projects environment.

The successful candidate will manage vendor relationships, mail handling, event logistics, and inventory, while maintaining a friendly, service-oriented approach.

Qualifications

• High school diploma or GED; associate or bachelor’s degree preferred.
• At least 1 year of experience working in an office environment.
• Technically savvy, able to trouble shoot basic IT issues
• Proficiency with Microsoft Office applications including Sharepoint
• Great customer service and interpersonal skills
• Friendly, service-oriented personality
• Experience with event planning; creative-minded
• Ability to work independently and proactively identify office needs
• Interest in renewables industry and open to new opportunities supporting project development

Responsibilities

• Serve as Point of Contact to building management and communicate important updates to staff
• Greet office visitors, ensuring guests are comfortable and connected with the right office personnel
• Office safety point of contact
• Monitor and order inventory for office and break room supplies
• Submit work orders and scheduling repairs for office space and equipment
• Coordinate with IT on any technical issues (AV system, phones, WiFi)
• Coordinate and support the onboarding process for new hires, including scheduling onboarding activities, facilitating office and systems access, and ensuring a smooth and organized first-day experience in alignment with internal onboarding checklists and processes.
• Manage schedules for conference and community spaces
• Maintain Outlook listserv and shared calendar
• Organize events/celebrations, lunches, etc; decorate office for holidays
• Manage incoming and outgoing mail and packages
• Prepare mailings (mail merge, stuff envelopes, hand address letters, etc); drop off mailings
• Vendor management for the office
• Invoice and PO processing for office vendors and the development team
• Office expansion or space-related projects (if expected in the future)
• Serving as a notary when needed
• Acting as the primary point of contact for office vendors, including onboarding in MBC and handling vendor setup requests from the team
• Perform additional administrative and operational duties as needed, including handling ad hoc or specialized tasks to support evolving office and team requirements

Skills

Customer service

Interpersonal skills

Independent worker

Event planning

Education

High school diploma or GED

Associate or bachelor's degree preferred

Tools

Microsoft Office

SharePoint

Job description

Integrated Power USA, based in Berkeley, CA, is seeking a proactive Office Administrator on a contracted 20-hour-per-week basis. The role supports building management, onboarding for new hires, IT coordination, and day-to-day office operations to ensure smooth functioning in a dynamic energy projects environment.

The successful candidate will manage vendor relationships, mail handling, event logistics, and inventory, while maintaining a friendly, service-oriented approach.