Job Overview
We are seeking a detail-oriented and proactive HR / Administrative Specialist to support daily office operations, basic human resources functions, inventory management, basic bookkeeping, and business reporting. This role requires strong organizational skills, attention to detail, and effective communication. Chinese (Mandarin) proficiency is a strong plus.
Key Responsibilities
1. Office Administration
Manage daily office operations, including office environment, administrative tasks, and office supplies procurement and maintenance
Track and follow up on employee attendance records, time sheets, and leave requests
Handle company mail, packages, and shipping/logistics coordination
Coordinate office facility maintenance, vendor communication, expense reimbursements, and office equipment management
2. Sample / Inventory Management
Manage office samples and inventory, including inventory tracking, check-in/check-out records, labeling, and status updates
Coordinate sample storage, borrowing and return processes, and periodic inventory counts
Support sales team requests related to samples and logistics coordination
3. Business Support, Bookkeeping & Reporting
Assist with organizing sales order documents, customer order entry, and basic data analysis (e.g. weekly/monthly reports)
Record and maintain basic sales and expense data to support business operations and reporting
Create invoices, track payments, and perform basic bookkeeping using QuickBooks
Assist with simple accounting tasks such as expense categorization, invoice follow-ups, and record keeping
Prepare spreadsheets and reports as needed (Excel / Google Sheets)
4. Cross-Department & Project Support
Coordinate office-related activities such as team meetings, holiday events, employee training, or team-building activities
Support other administrative, HR, or accounting-related tasks as assigned by management
Qualifications
Prior experience in administrative, HR support, or office operations
Hands-on experience with QuickBooks is required (basic bookkeeping, invoicing, and expense tracking)
Strong organizational and time management skills with attention to detail
Ability to multitask and work independently in a fast-paced environment
Proficiency in Microsoft Excel, Word, and Google Workspace
Chinese (Mandarin) proficiency preferred; bilingual candidates are highly encouraged to apply
Pay: $25.00 per hour
Benefits:
Work Location: In person
