Administrative Specialist (Mandarin Required; Spanish a Plus)

Job Description

We are looking for a detail-oriented and proactive Administrative Specialist who is fluent in Mandarin Chinese and English to join our team. This role is responsible for supporting the daily operations of the office, assisting other Job Description

We are looking for a detail-oriented and proactive Administrative Specialist who is fluent in Mandarin Chinese and English to join our team. Spanish proficiency is a strong plus. This role supports daily office operations, assists other departments, and helps ensure overall efficiency, compliance, and safety in the workplace.

The ideal candidate has a strong sense of responsibility and is comfortable handling documentation, licensing, scheduling, safety-related tasks, and internal coordination in a bilingual working environment.

Key Responsibilities

• Provide general administrative support to departments and management.
• Handle office supply procurement, equipment maintenance, and vendor coordination.
• Support HR tasks such as onboarding paperwork and employee record updates.
• Coordinate internal meetings, Coordinate visitor scheduling and reception, including appointment confirmation, visitor check-in, and hosting arrangements。
• Support company culture-building activities and employee events, including assisting with planning, logistics, communication, and on-site coordination (e.g., employee appreciation events, celebrations, team-building).
• Ensure the office environment is tidy, safe, and running smoothly.
• Work with external cybersecurity / IT vendors to help ensure network and system security, including scheduling maintenance, following up on issues, and maintaining records of security-related activities.
• Organize and maintain digital and physical filing systems.
• Assist in preparing reports, memos, forms, and other documentation as needed.
• Support interdepartmental communication and follow-up tasks.
• .

Licensing & Compliance

• Assist with company licenses, permits, and registrations (e.g., business licenses, operational permits, vehicle or equipment registrations).
• Track renewal dates, prepare applications, and maintain organized records of all licenses and certificates.
• Liaise with government agencies, vendors, and internal stakeholders to ensure documents are submitted accurately and on time.

Safety Management Support

• Assist in implementing and maintaining workplace safety programs and policies under the guidance of HR/Safety/Operations.
• Help coordinate safety trainings, drills, and safety meetings, and maintain related attendance and training records.
• Support incident/accident reporting documentation and follow-up filing.
• Help maintain inventories of PPE and safety-related supplies.
• Participate in periodic facility/warehouse walk-throughs to help check signage, basic safety conditions, and documentation posting.

Job Requirements

• At least 3 years of experience in administrative, office support, safety management support or customer service roles.
• Fluent in Mandarin Chinese and English (written and spoken) is required, with Spanish language skills (spoken and/or written) are a strong plus.
• Strong attention to detail, time management, and organizational skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and handle sensitive information with confidentiality.
• A proactive, service-oriented mindset with excellent communication skills.

Work Environment & Physical Requirements

• Ability to work in both office and warehouse/production areas when needed (e.g., assisting with inventory of supplies, safety materials, or document posting).
• Must be able to stand and walk for portions of the day when performing inspections or support tasks.
• Must be able to occasionally lift and move up to 50 pounds (such as boxes of documents, office supplies, or safety materials).

Additional Information

• Health insurance is provided.
• Paid time off, vacation, paid sick leave.
• Job Type: Full-time
• This is a great opportunity to grow within a supportive and multicultural work environment.

, and ensuring the overall efficiency and organization of the workplace.

The ideal candidate should have a strong sense of responsibility and be comfortable handling documentation, scheduling, and internal coordination in a bilingual working environment.

Key Responsibilities

• Provide general administrative support to departments and management.
• Handle office supply procurement, equipment maintenance, and vendor coordination.
• Organize and maintain digital and physical filing systems.
• Support HR tasks such as onboarding paperwork and employee record updates.
• Coordinate internal meetings, visitor arrangements, and travel bookings.
• Assist in preparing reports, memos, and other documentation as needed.
• Ensure the office environment is tidy, safe, and running smoothly.
• Support interdepartmental communication and follow-up tasks.

Job Requirements

• At least 1–3 years of experience in administrative or customer service roles.
• Fluent in both Mandarin Chinese and English (written and spoken) is required.
• Strong attention to detail, time management, and organizational skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Ability to multitask and handle sensitive information with confidentiality.
• A proactive, service-oriented mindset with excellent communication skills.

Additional Information

• Health insurance is provided.
• Other benefits will be discussed during the interview.
• This is a great opportunity to grow within a supportive and multicultural work environment.

Job Type: Full-time

Pay: $4,000.00 - $5,500.00 per month

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person

Salary : $4,000 - $5,500