Warehouse Administrative Coordinator (Bilingual English/Mandarin Preferred)

Warehouse Administrative Coordinator (Bilingual English/Mandarin Preferred)

• Location: Ontario, CA 91762
• Employment Type: Full-time, On-site
• Compensation: $4,000 - $5,000 per month  performance bonus

About the Role

• We are looking for a high-ownership, detail-oriented, and collaborative Warehouse Administrative Coordinator to support day-to-day administrative operations at our warehouse facility.
• This role is not just general office support. This person will serve as an administrative control point for the site by keeping records current, coordinating vendors, supporting safety and compliance documentation, maintaining facility readiness, and making sure important follow-ups do not get dropped.
• The right candidate is organized, dependable, calm under pressure, and able to work effectively with warehouse staff, office teams, vendors, and management.

Key Responsibilities

1) Warehouse Administrative & Office Support

• Manage office and warehouse administrative tasks to support smooth daily operations
• Maintain inventory of office and facility supplies, including water, snacks, cleaning items, and operational materials
• Keep shared office and administrative areas clean, organized, and functional
• Track open requests, follow up on pending items, and ensure issues are closed out in a timely manner
• Support document filing, recordkeeping, and internal administrative coordination

2) Facility & Equipment Coordination

• Coordinate repairs and maintenance for warehouse and office needs, including locks, lighting, internet, signage, and basic facility issues
• Track maintenance schedules and service records for equipment such as forklifts, packing stations, printers, and related warehouse tools
• Follow up with service providers and vendors to ensure work is completed correctly and on time
• Escalate unresolved or urgent facility issues quickly and clearly

3) Safety & Compliance Support

• Maintain safety-related records, inspection logs, and workplace documentation
• Help track OSHA-related requirements, safety supplies, first aid kits, fire extinguishers, exit signs, and other safety items
• Support incident documentation and follow-up
• Help ensure the facility remains organized and audit-ready from an administrative standpoint

4) Vendor & Service Provider Coordination

• Coordinate routine vendors and service providers, including cleaning, waste, pest control, maintenance, telecom, and other site services
• Schedule appointments, track service completion, and maintain vendor records
• Monitor service quality and communicate issues promptly when expectations are not met

5) Insurance, Documentation & Risk Support

• Help maintain COIs, insurance-related files, and required vendor documentation
• Support documentation for warehouse-related claims or incidents when needed
• Keep key administrative records accurate, current, and easy to retrieve

6) Onboarding & Operations Support

• Support new hire onboarding logistics, including workspace setup, supplies, badges, and basic site readiness
• Assist with attendance/logistics coordination and operational administrative support during peak periods
• Work cross-functionally with warehouse operations, management, and support teams as needed

What Success Looks Like

Within the first 90 days, this person should be able to:

• Keep key administrative logs and records accurate and up to date
• Reduce missed follow-ups, supply gaps, and unresolved admin issues
• Maintain organized vendor coordination and service tracking
• Support a cleaner, more orderly, and more reliable warehouse administrative environment
• Identify small issues early before they become larger operational problems

Qualifications

• 2 years of administrative, coordinator, or office support experience in a warehouse, logistics, manufacturing, distribution, or similar operational environment
• Strong organizational skills and ability to manage multiple priorities without dropping details
• Strong follow-through and sense of ownership
• Clear communication skills and professional coordination style
• Able to work effectively with warehouse staff, office teams, and outside vendors
• Proficient in Microsoft Office and/or Google Workspace
• Comfortable working on-site in a warehouse environment
• Mandarin Chinese strongly preferred
• Bilingual English/Mandarin is a strong plus

Preferred

• Experience supporting warehouse operations, facility coordination, safety documentation, or vendor management
• Experience maintaining logs, trackers, onboarding checklists, or administrative process documentation
• Experience in a fast-paced logistics or fulfillment environment

Application Question(s):

• Describe your experience supporting a warehouse, logistics, manufacturing, or distribution site. What types of administrative responsibilities did you personally own?
• Give an example of a time you caught or resolved an issue before it became a bigger operational problem. What was the issue, what action did you take, and what was the result?
• This role requires managing multiple open items at once, such as supplies, vendor follow-up, maintenance, and documentation. How do you organize your work so that nothing gets dropped?
• Describe a situation where you had to work with both internal staff and outside vendors to solve a problem. How did you communicate and follow through?

Experience:

• administrative, coordinator, or office support: 1 years (Required)

Language:

• Mandarin (Required)

Ability to Commute:

• Ontario, CA 91762 (Required)
• Work Location: In person