Job Summary
The Administrative Specialist is responsible for supporting daily office operations, handling administrative billing and payment requests, coordinating office supply purchases, and communicating with vendors. The ideal candidate is detail-oriented, proficient in computer and Microsoft Office applications, and able to manage multiple administrative tasks efficiently.
Key Responsibilities
- Support daily administrative operations and help maintain an organized and efficient office environment.
- Collect, organize, and reconcile administrative invoices, including office rent, utilities, internet, property services, office supplies, cleaning services, maintenance, and other vendor expenses.
- Prepare and submit payment requests and supporting documentation in accordance with company procedures.
- Follow up on payment status and resolve invoice discrepancies with internal departments and vendors.
- Purchase office supplies, cleaning supplies, employee materials, and other administrative items as needed.
- Maintain accurate records of purchases, inventory, invoices, contracts, payment documents, and vendor information.
- Monitor office supply inventory and replenish frequently used items in a timely manner.
- Communicate with vendors regarding quotations, pricing, purchase orders, delivery schedules, invoices, and service quality.
- Assist with vendor sourcing, price comparison, and service evaluation to help control administrative costs.
- Coordinate office equipment, facility maintenance, and repair requests, and follow up until issues are resolved.
- Assist with meeting arrangements, visitor reception, mail and package handling, and other general office support duties.
- Complete other administrative tasks assigned by management.
Qualifications
- Associate degree or above in Business Administration, Office Administration, Accounting, or a related field is preferred.
- Proficient in computer operations and Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
- Strong Excel skills, with the ability to organize data, maintain records, prepare reports, and reconcile invoices.
- Strong communication and coordination skills, especially when working with vendors and service providers.
- Detail-oriented and comfortable working with numbers, invoices, and payment documentation.
- Strong organizational and time management skills, with the ability to manage multiple priorities.
- Responsible, dependable, and able to work independently with minimal supervision.
- Previous experience in administration, purchasing, invoice reconciliation, expense processing, or vendor management is preferred.
- Basic English communication and written skills are required. Chinese and English bilingual ability is a plus.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
