Administrative Specialist (Bilingual – English/Mandarin)

Overview

We are seeking a highly organized and proactive Administrative Specialist to support daily office operations and employee services for our growing U.S. team. This role is critical in ensuring a smooth and efficient workplace environment for both local hires and international employees, including those requiring visa support, where applicable.

The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced startup environment. This individual will serve as a key liaison between the U.S. office and headquarters, ensuring alignment on administrative processes, employee support, and operational execution.

Key Responsibilities

General Administration (U.S. Office)

• Manage day-to-day office operations, including supplies, vendors, workspace coordination, and general administrative support.
• Support onboarding and offboarding processes for local employees (badges, workspace setup, documentation, etc.).
• Maintain organized records of administrative processes, vendor contacts, and internal documentation.
• Coordinate office logistics, meetings, and internal events as needed.
• Assist with basic procurement and expense tracking.

Employee Support (Local & international Employees on Visas)

• Coordinate housing arrangements for international employees on visas, including short-term and long-term accommodations.
• Arrange meal support or local food access solutions for international employees based on their needs, where applicable.
• Serve as a point of contact for international employees, helping them navigate local living logistics (housing, transportation, banking, mobile setup, etc.).
• Proactively identify and resolve day-to-day challenges impacting the employee experience.
• Ensure a smooth onboarding experience for international staff relocating to the U.S.

Cross-Functional & HQ Coordination

• Act as a liaison between the U.S. site and headquarters administrative/HR teams.
• Support translation and communication (English ↔ Mandarin) for administrative and operational matters.

Qualifications & Experience

• 2+ years of experience in administrative, office management, operations administrative support.
• Experience supporting international employees or working in cross-border teams is strongly preferred.
• Familiarity with coordinating housing, travel, or employee logistics is a plus.

Required Skills

• Bilingual proficiency in English and Mandarin (required).
• Strong organizational and multitasking skills with high attention to detail.
• Ability to work independently and proactively in a fast-paced environment.
• Strong interpersonal skills with a service-oriented mindset.
• Familiarity with U.S. local resources (housing, transportation, basic services, etc.).
• Comfortable coordinating with external vendors and internal stakeholders.
• Basic proficiency in Microsoft Office / Google Workspace tools.

Key Competencies

• Resourceful problem solver with a “get-it-done” mindset
• Strong communication and cross-cultural awareness
• Ability to handle sensitive situations with professionalism and discretion
• Adaptability in a startup, evolving environment

Why This Role Matters

This role is essential to creating a stable and supportive environment for our team. By ensuring smooth administrative operations and a positive employee experience—especially for international staff—you will directly contribute to team productivity and overall company success.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person