Administrative Assistant / Receptionist
Company: JW SPORT
Job Type: Full-Time
Location: Irvine, CA
Job Summary
JW SPORT is looking for a highly organized, responsible, and professional Administrative Assistant / Receptionist to support our daily office operations.
This position will be responsible for general administrative tasks, paperwork and document organization, attendee list management for company events and trade shows, logistics coordination, as well as front desk reception and visitor support.
The ideal candidate is detail-oriented, organized, friendly, and comfortable communicating with customers, vendors, trucking companies, and internal team members.
Key ResponsibilitiesAdministrative Support
- Handle daily administrative and clerical tasks to support office operations.
- Prepare, organize, scan, copy, file, and maintain company documents and paperwork.
- Maintain accurate digital and physical records.
- Assist with data entry, spreadsheets, reports, and other administrative documents.
- Manage incoming and outgoing mail, packages, and deliveries.
- Assist with office supplies, equipment, and general office organization.
- Provide administrative support to different departments as needed.
Logistics Coordination
- Coordinate daily shipping and delivery arrangements for company products and equipment.
- Contact trucking companies, freight carriers, and transportation providers to schedule pickups and deliveries.
- Make phone calls to arrange trucks, transportation, and delivery services.
- Coordinate pickup and delivery dates, times, locations, and contact information.
- Communicate with drivers, carriers, warehouses, customers, and internal teams to ensure smooth deliveries.
- Track shipments and follow up on delivery status.
- Prepare and organize shipping documents, delivery information, and related paperwork.
- Handle unexpected delivery or transportation issues and communicate solutions to the appropriate team members.
- Maintain accurate logistics records and update shipment information as needed.
Attendee & Event Support
- Create and maintain attendee lists for trade shows, company events, meetings, and other activities.
- Collect and organize attendee information and registration details.
- Prepare attendee lists, name badges, check-in materials, and related documents.
- Communicate with attendees and internal team members regarding event details.
- Assist with event and trade show preparation and administrative coordination.
Front Desk & Reception
- Greet and welcome visitors, customers, vendors, and guests in a professional and friendly manner.
- Answer, screen, and direct incoming phone calls.
- Receive and distribute mail, packages, and deliveries.
- Direct visitors to the appropriate department or employee.
- Maintain a clean, organized, and professional reception area.
- Manage visitor information and assist with basic front desk inquiries.
General Office Support
- Assist with scheduling meetings and coordinating conference room arrangements.
- Prepare documents and materials for meetings.
- Respond to basic administrative emails and inquiries.
- Support management and other team members with daily administrative tasks.
- Perform other duties and special projects as assigned.
Qualifications
- Bilingual in English and Chinese (Mandarin) is required. Candidates must be able to communicate effectively in both English and Chinese, both verbally and in writing.
- 1–2 years of experience in administrative, receptionist, office assistant, logistics, or related roles preferred.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Professional and friendly communication skills.
- Strong English and Chinese communication skills, both written and verbal.
- Comfortable communicating with trucking companies, freight carriers, vendors, customers, and drivers by phone and email.
- Proficiency in Microsoft Office, including Word and Excel.
- Comfortable working with spreadsheets, documents, and basic data entry.
- Ability to multitask and prioritize daily responsibilities.
- Professional appearance and positive attitude.
- Reliable, responsible, and able to work independently.
- Previous experience in logistics coordination, shipping, freight, or transportation is a plus.
Preferred Skills
- Experience in a customer-facing office environment.
- Experience coordinating shipments, deliveries, or trucking services.
- Experience managing attendee or customer lists.
- Experience with Excel or CRM systems.
- Experience in a manufacturing, fitness, sports, or international business environment is a plus.
What We’re Looking For
We are looking for someone who is organized, dependable, detail-oriented, bilingual, and comfortable interacting with people. The ideal candidate should be able to handle both office administration and logistics coordination, including making phone calls to arrange transportation and ensuring deliveries are completed smoothly.
This role is an important part of our daily office operations and will serve as one of the first points of contact for visitors, customers, vendors, and transportation providers.
If you enjoy keeping things organized, communicating with people, coordinating logistics, and supporting a fast-paced team, we would love to hear from you.
Pay: $5,000.00 per month
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Language:
- Mandarin and English (Preferred)
Work Location: In person
