IT Administrator

About Us: Effortless Office partners with our customers to make IT effortless so they can focus on their business. As a Hybrid Managed Services Provider (MSP) with a focus on providing world-class customer experience, we deliver and fully support secure cloud solutions as well as comprehensive managed IT and network services. About the Role: This newly created embedded position within Effortless Office will serve as the dedicated, on-site technology leader for one of our key clients — Sacramento SPCA — owning their technology function top to bottom. From hands-on equipment support and new staff onboarding to technology budgeting, vendor coordination, and presenting at weekly leadership meetings, this role keeps the client's entire technology ecosystem running. Technology touches everything they do, from adoptions and clinic operations to fundraising and community outreach, and this position ensures it all works. Responsibilities: Serve as the IT authority and single point of accountability for the day-to-day technology function. Write clear, jargon-free all-staff communications about technology changes, and present IT updates, risks, and recommendations at weekly leadership meetings. Hold staff accountable to technology policies (e.g., data retention, storage cleanup, new security measures) — speaking with confidence from a place of expertise while collaborating respectfully. Act as the primary liaison between Effortless Office and SSPCA Staff: coordinate escalations, maximize the value of our managed services contract, and partner with EO to implement and support the IT roadmap. Setup technology and provide technical assistance during organization’s signature fundraising events (2 events per year). Balance project timelines and competing priorities, drive projects to completion, and own project communications even when technical execution is outsourced. Perform routine maintenance and troubleshooting of local equipment — workstations, printers, peripherals, conference room AV, and network gear — with EO remote support as needed. Resolve escalated issues across hardware, software, connectivity, Microsoft 365, Google Workspace, and Zoom telephony, performing root cause analysis on recurring problems. Set up new staff with accounts, hardware, and first-week support. Own inventory management: track who has what and where it is, keep parts and supplies stocked for quick fixes, and maintain an equipment lifecycle and replacement plan. Recommend an annual technology budget, manage the approved budget, and procure hardware and software for the organization, including department-specific requests. Develop and maintain organizational technology policies, IT department procedures, and incident response/disaster recovery/business continuity plans. Champion security measures, including expanding MFA to all users and running a recurring cybersecurity awareness program (e.g., phishing simulations, annual training). Maintain documentation, standard operating procedures, and knowledge base articles; maintain and improve the IT closet. Coordinate with the facilities team on shared systems such as paging, security cameras, and door access. Knowledge, Skills and Abilities: Excellent communication skills – verbal, written and listening. Able to write all-staff emails non-technical people understand, present clearly to small groups, and collaborate while retaining subject-matter authority: confident and firm on standards without steamrolling colleagues. This is essential to success in this role. Hands-on troubleshooting ability across hardware, software, networking, and peripherals, with solid networking fundamentals (DNS, DHCP, VLANs, Wi-Fi, VPN, firewalls) sufficient to support a hybrid environment and coordinate effectively with our MSP on managed network equipment. Working knowledge of Microsoft 365 administration (Exchange Online, SharePoint/OneDrive, Teams) and Entra ID, including conditional access and MFA; Google Workspace experience is valuable given our current mixed environment. Familiarity with the co-managed IT toolset: help desk ticketing (Autotask is a plus — this role holds a co-managed seat), RMM/EDR/MDR and email security platforms (e.g., Kaseya VSA, Datto, RocketCyber, Barracuda), plus supported applications such as Zoom (meetings and phone) and QuickBooks. Demonstrated project management ability: balancing timelines and competing priorities and driving work to completion, with a habit of thorough documentation. Sound judgment about when to fix an issue directly, when to elevate to the MSP, and when to bring in a specialist — paired with an undefeatable attitude: comfortable not knowing the answer, confident in the ability to figure it out. Comfort leading engaging group training (e.g., cybersecurity awareness, Microsoft/Google productivity tools), in person or online, is a plus. Ability to maintain a high degree of confidentiality and keep secure the private personal and financial information of our donors, volunteers, vendors and fellow staff members. Ability to work occasional evenings and weekends as necessary (e.g., maintenance windows, project cutovers). Have a valid California Driver's license and clear driving record for one year prior to employment in order to operate SSPCA vehicles. Education and Experience: Five or more years of broad IT experience (help desk, systems administration, and/or managed service provider experience). Experience working alongside an MSP in a co-managed IT environment preferred. Certifications such as MS-102 (Microsoft 365 Administrator), Microsoft Certified: Identity and Access Administrator (SC-300), CompTIA A+/Network+/Security+, CCNA, or PMP/CAPM preferred. Bachelor's degree in Information Technology, Computer Science, or a related field preferred; equivalent experience accepted. Physical Requirements: Any allergic condition that would be aggravated from exposure or through contact with animals or chemicals used to sanitize facilities, vehicles or equipment, may be a disqualification. Use hands/arms for repetitive grasping, pushing, pulling, and fine manipulation. This job involves extensive use of computers for analysis, report writing, and e-mail communication, as well as the use of telephones. Prolonged periods of sitting at a desk and working on a computer, with regular bending, squatting, kneeling, and working in confined spaces (e.g., under desks, in the IT closet), and lifting items up to 50 pounds (e.g., workstations, monitors, network equipment). Ability to safely use ladders for tasks such as wireless access point or camera checks. Working Conditions: Office environment, clean, air conditioned, within an active animal shelter campus. By nature of the industry, there may be occasional exposure to dead, injured, sick, unruly, vicious, and/or dangerous animals in addition to exposure to parasites and to infectious diseases. Must be able to carry a fast-paced and changing workload which at times can be stressful. Must be available and willing to work such weekends, holidays, overtime, and attend mandatory training and meetings as the employer determines are necessary or desirable to meet its business needs. Why Join EO? At EO, our employees are what makes us special. We are a highly collaborative company with a very involved senior leadership team that invests in their staff. We strive to be a company where every employee has a voice, everyone takes pride in their work and gets satisfaction from helping people, and where every employee is constantly learning and driving improvements. We are aligned through our core values and seek employees that embody these: Service – we are dedicated to providing EFFORTLESS support and solutions. We ensure client and end user satisfaction in every interaction. CWC – this stands for Communicate, Work, Communicate, because communication is twice as important as the work we do. Perspective – we embrace the customer’s viewpoint to inspire confidence and meet expectations. Efficiency – we maximize output and minimize wasted time, effort, and resources. Passion – we bring energy and enthusiasm to everything we do and are driven by a commitment to excellence. Reliability – we consistency delivery on promises, follow through on commitments, and are dependable in all situations. Merit – we recognize and reward talent, hard work, and the pursuit of excellence. Inclusion & Equal Opportunity Employment Effortless Office is an equal opportunity employer committed to Diversity, Inclusion & Belonging. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status. #J-18808-Ljbffr