Administrative & Office Coordinator Location:

City of Industry, CA 91789

Job Type:

Full-Time; Non-Exempt;

On-Site Salary:

$22.00 - $28.00 / Hour (DOE) Position Summary We are seeking an experienced, highly organized, reliable, and proactive Administrative & Office Assistant to support the day-to-day operations of our Walnut office. This position will play an important role in keeping the office organized, professional, and running efficiently. The ideal candidate will have strong administrative experience and be comfortable independently managing office coordination, vendor communication, documentation, supplies, scheduling, and general administrative support for management and employees. We are looking for someone who can take ownership of administrative responsibilities, anticipate office needs, follow through on tasks, and work effectively in a fast-paced international logistics environment. Key Responsibilities Administrative & Office Support Provide day-to-day administrative support to management and office staff. Answer phone calls, greet visitors, and respond to general office inquiries. Handle incoming and outgoing mail, packages, deliveries, and correspondence. Maintain a clean, organized, and professional office environment. Assist with scheduling meetings, preparing meeting materials, and coordinating office activities. Support management with administrative projects and special assignments. Assist with employee onboarding and general office coordination. Coordinate and follow up on administrative tasks to ensure deadlines and priorities are met. Documentation & Data Entry Maintain accurate digital and physical records, files, and documents. Perform data entry and maintain spreadsheets, reports, and internal records. Prepare, organize, and distribute reports, forms, and other documents as requested. Assist with filing, scanning, copying, and document organization. Handle confidential company and employee information professionally and discreetly. Vendor & Facility Coordination Serve as a primary administrative contact for office vendors, building management, maintenance providers, and service companies. Coordinate office maintenance, repairs, deliveries, and other facility-related needs. Request and review vendor proposals, quotes, and service information as directed by management. Track vendor services, invoices, contracts, and administrative documentation. Communicate with building management regarding office and facility issues and follow up through resolution. Assist with office setup, moves, events, and other facility-related projects. Office & Supply Management Monitor office, kitchen, and breakroom supply and maintain appropriate inventory levels. Place orders for office supplies and general business needs within approved budgets. Organize and maintain supply storage areas. Track recurring office services, deliveries, and supplies. Help ensure the office has the necessary supplies and services to operate efficiently. Management & General Administrative Support Assist management with scheduling, travel arrangements, hotel bookings, and other administrative coordination. Prepare documents, spreadsheets, presentations, and reports as needed. Assist with company events, employee activities, and office projects. Coordinate with internal departments to support smooth day-to-day office operations. Take ownership of assigned administrative projects and provide timely follow-up. Perform other administrative duties and special projects assigned by management.

Qualifications Education:

High school diploma or equivalent required; associate or bachelor's degree in business administration, Office Administration, or a related field preferred.

Experience:

3+ years of administration, office coordination, office management, or related experience preferred.

Organization:

Strong organizational skills and attention to detail with the ability to independently manage multiple priorities.

Computer Skills:

Proficient in Microsoft Office, particularly Excel, Word, Outlook, and Teams .

Communication:

Excellent verbal and written communication skills with a professional and service-oriented approach.

Problem Solving:

Strong follow-up and problem-solving skills with the ability to take initiative and work independently.

Vendor Coordination:

Experience communicating with vendors, property management, service providers, or contractors is a plus.

Confidentiality:

Ability to handle sensitive company and employee information professionally and confidentially.

Physical:

Ability to lift-up to 30 lbs., and assist with moving office supplies, packages, or equipment when needed.

Job Type:

Full-time Pay:

$22.00 - $28.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Will you now or in the future require sponsorship to work in the U.S.?

Education:

High school or equivalent (Required)

Experience:

Administrative:

1 year (Required)

Language:

Mandarin Chinese or Cantonese (Required) Ability to

Commute:

Walnut, CA 91789 (Required)

Work Location:

In person