Administrative Specialist

About the Role

We are seeking a detail-oriented and organized Administrative Specialist to join our growing team in Ontario, CA. This position plays a key role in supporting daily administrative operations while also providing financial and cross-departmental support.

This is an excellent opportunity for someone with 1–3 years of administrative experience who is looking to grow their skills in both office administration and accounting support within a professional business environment.

Key Responsibilities

1. Administrative Responsibilities

· Manage daily office administrative tasks, including office supply procurement, vendor coordination, and office maintenance.

· Establish and maintain organized administrative and operational filing systems to ensure accurate and traceable documentation.

· Assist with meeting coordination, travel arrangements, and company event planning.

· Support onboarding and offboarding administrative processes, including equipment preparation, access coordination, and asset management.

· Serve as a liaison between the company, external vendors/service providers, and internal departments.

2. Financial Support Responsibilities

· Assist with accounts payable (AP) and accounts receivable (AR), including invoice review, organization, and payment tracking.

· Maintain financial records, expense reimbursement documentation, and supporting files to ensure accuracy and completeness.

· Support payment processing, vendor setup, and account reconciliation.

· Assist with expense tracking, budget monitoring, and preparation of basic financial reports.

· Provide support for month-end and year-end financial processes as needed.

3. Cross-Department Support

· Provide administrative support to HR, Operations, and Finance teams as needed.

· Assist in improving administrative and financial processes to enhance efficiency and compliance.

Qualifications

Basic Requirements

Bachelor’s degree or above (Business Administration, Accounting, Finance, or related fields preferred).

1–3 years of administrative experience; accounting or finance-related experience is a plus.

Basic knowledge of accounting principles, including AP/AR, invoice management, and reimbursement processes.

Strong organizational skills and ability to manage multiple tasks effectively.

Proficiency in Microsoft Office, especially Excel.

Detail-oriented, responsible, and professional work ethic.

Preferred Qualifications

Experience with accounting software (e.g., QuickBooks, NetSuite, SAP).

Prior experience supporting a finance or accounting team.

Experience working in a U.S.-based company.

Mandarin/Chinese language skills are a plus.

Benefits

Medical Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Paid Sick Leave

Paid Company Holidays

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person