Administrative Specialist

Position Summary

The Administrative Specialist will provide comprehensive administrative and operational support for a growing manufacturing operation. A major focus of this position will be supporting Chinese expatriate employees and management, including assistance with housing, transportation, relocation, communication, and other day-to-day administrative needs.

Because this position will serve as an important communication link between Chinese-speaking employees and English-speaking employees, vendors, and service providers, fluency in both Chinese and English is required.

The ideal candidate is organized, service-oriented, and comfortable working in a fast-paced manufacturing environment with employees and management from different cultural and language backgrounds.

Essential Duties and Responsibilities

Expatriate & Employee Support

• Provide day-to-day administrative support to Chinese expatriate employees and management.

• Assist newly arriving expatriates with relocation and settling into the local community.

• Coordinate housing arrangements, including communication with apartments, landlords, property managers, and other housing providers.

• Assist with transportation arrangements, including company vehicles, rental vehicles, transportation schedules, and other transportation needs.

• Help expatriate employees navigate routine administrative matters associated with living and working in the United States.

• Assist with appointments, utilities, banking, telecommunications, and other routine services as needed.

• Serve as a communication resource between Chinese-speaking employees and English-speaking employees, vendors, and service providers.

Administrative Support

• Perform general administrative and clerical duties to support facility operations.

• Prepare and maintain reports, spreadsheets, databases, and other administrative records.

• Assist facility and departmental leadership with scheduling, correspondence, meetings, and other administrative needs.

• Coordinate travel arrangements, transportation, accommodations, and related logistics.

• Maintain organized filing and document-management systems.

• Prepare presentations, reports, notices, and internal communications.

• Maintain office supplies and coordinate purchasing of administrative materials as needed.

• Communicate with outside vendors and service providers.

• Provide translation and interpretation support between Chinese and English when needed.

Facility & Department Support

• Support management with day-to-day administrative needs associated with facility operations.

• Assist HR with onboarding logistics for new employees and expatriates.

• Coordinate with HR, Finance, Procurement, Facilities, and other departments as necessary.

• Assist with company events, meetings, employee activities, and visitor arrangements.

• Support facility access, visitor coordination, and other administrative processes.

• Assist with maintaining administrative, training, safety, and compliance documentation as assigned.

• Help resolve routine administrative issues affecting employees or facility operations.

• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Management, Communications, or a related field preferred.

• Previous experience supporting a manufacturing, industrial, or similar work environment is preferred.

• Experience supporting international employees, expatriates, relocation activities, or a multicultural workforce is highly desirable.

• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

• Strong organizational and time-management skills.

• Excellent attention to detail.

• Ability to manage multiple priorities in a fast-paced environment.

• Strong interpersonal and customer-service skills.

• Ability to work independently while coordinating with management and other departments.

• Ability to handle confidential and sensitive information appropriately.

• Valid driver's license and ability to drive as necessary to support administrative and expatriate needs preferred.

Language Skills

• Fluency in Chinese and English is required.

• Candidate must be able to speak, read, and communicate effectively in both Chinese and English.

• Ability to provide basic interpretation and translation between Chinese and English is required.

Preferred Candidate

The ideal candidate will be a hands-on administrative professional who enjoys helping build and support a growing operation. This individual should be comfortable solving day-to-day problems, coordinating multiple activities, and assisting employees who may be unfamiliar with living and working in the United States.

The successful candidate will be approachable, dependable, highly organized, and comfortable serving as a bridge between Chinese-speaking employees and the local workforce, management, vendors, and community service providers.

Work Environment

This position primarily works in an office environment but will regularly interact with employees throughout a manufacturing facility. The position may also require local travel to assist with housing, transportation, appointments, purchasing, or other administrative needs.

Occasional flexibility in work hours may be required to support newly arriving expatriates, facility needs, or other time-sensitive administrative matters.

This is an on-site position.