MANDARIN - Taiwan Purchasing / Administrative Assistant

JOB TITLE: ADMINISTRATIVE ASSISTANT

IF INTERESTED PLEASE CALL: 832-535-0635

REPORTS TO: Executives

ASSISTANT SUMMARY:

Seeking for an experienced Mandarin speaking Procurement Assistant who demonstrates a positive attitude, is self-motivated, eager to learn, and a multi-tasker balancing routine duties and complex tasks in a fast -paced environment. The ideal candidate will be a problem-solver, able to effectively enter and track information, execute plans and tasks required with keen attention to detail, accuracy, timing and project completion. Candidates will possess excellent communication skills, be organized and take initiative in ensuring that operations and purchases proceed smoothly and that projects are delivered with a high level of performance. Being a team player is a must. Top candidates will have experience and demonstrate an understanding and commitment to delivering superior service.

ASSISTANT DUTIES AND RESPONSIBILITIES:

• Oversee the flow of goods from acquisition to delivery, including project close-out and billing activities. Assist with tracking and managing the process of goods from procurement through delivery, labeling, and invoicing. Ensure purchase orders are developed, expedited, and tracked efficiently and that orders are processed promptly. Manage shipments and deliveries daily, including scheduling, coordinating, inspecting, and handling damages, returns, and claims with vendors.
• Maintain and update company databases, records, and reports. Input information into order management, project management, and tracking systems while interfacing with billing software. Extract, verify, and correct data as needed. Assist with reconciliations and perform basic accounting functions.
• Plan, coordinate, track, and process physical inventories of company property. Manage inventory flow-through, costs, and expenses while maintaining effective communication with warehouse teams. Handle vendor and supplier management, including setup, selection, and maintaining price lists, databases, materials information, and other supplier records.
• Provide administrative and clerical support for procurement, project management, and overall company operations. Manage and maintain executives’ schedules, make travel arrangements, and prepare documents such as invoices, reports, memos, letters, and financial statements.
• Coordinate office services, including records management, departmental finances, budget preparation, personnel matters, and housekeeping. Answer and direct phone calls or take messages. Prepare responses to routine correspondence and manage incoming correspondence, such as faxes and emails.
• Greet visitors and determine access levels. Prepare meeting agendas and coordinate arrangements, including catering for board or committee meetings. Conduct research, compile data, and prepare presentations or papers for executives and committees.
• Perform general office duties, including ordering supplies, maintaining records systems, and basic bookkeeping. File and retrieve corporate documents and reports. Analyze incoming memos and submissions to determine significance and plan their distribution.
• Provide clerical support across departments and attend meetings to record and distribute minutes. Process payroll and assist with HR-related tasks.
• Interpret and implement administrative policies and procedures. Oversee office policies and procedures, ensuring efficiency and compliance. Meet with individuals or groups on behalf of executives to facilitate communication and decision-making.
• Supervise and train clerical staff. Arrange employee training by scheduling sessions or organizing materials. Review operating practices and procedures to identify areas for improvement in workflow, reporting, or expenditure management.
• Become familiar with all company departments, including sales, purchasing, warehouse, and IT. Spend time in each department to gain firsthand knowledge of processes and operations. Complete cross-departmental training, adapt to different approaches, and demonstrate a strong understanding and capability to perform effectively in each area.

ASSISTANT QUALIFICATIONS:

• MAINTAINS STRICT CONFIDENTIALITY AT ALL TIMES

Language Skills:

• PROFICIENCY IN MANDARIN IS A MUST

Education and Experience:

• High School Diploma or GED equivalent is required, with higher education preferred.
• 1–3 years of experience in purchasing, procurement, or a closely related field.
• Equivalent combinations of education and experience will be considered.

Skills and Abilities:

• Demonstrated ability to gather, analyze, and present purchasing and financial data.
• Proficiency in drawing conclusions, making recommendations, and developing comprehensive reports.
• Strong skills in fostering positive client and supplier relationships.
• Capable of working effectively in a collaborative and open work environment.
• Highly detail-oriented, accurate, and responsive to internal and external stakeholders.
• Ability to manage multiple priorities, meet deadlines, and work efficiently in a fast-paced environment.
• Self-motivated, proactive, and able to communicate effectively with team members.
• Experience in client/customer, supplier, and business partner interactions.

Technical Proficiency:

• Skilled in using QuickBooks and Microsoft Office Suite.
• Ability to use a 10-key touch system with efficiency.

Physical Requirements:

• Ability to lift, move, and carry materials weighing 5 pounds or more.
• Valid driver’s license is required.

Additional Qualifications:

• Exceptional organizational skills with acute attention to detail.
• Strong written and verbal communication abilities.
• Proven ability to understand and follow both written and verbal instructions.
• Commitment to excellence and high standards of performance.
• Versatility, flexibility, and a positive attitude toward adapting to shifting priorities.
• Demonstrated ability to perform accurate calculations of figures and amounts.

Software skills required:

• Excel,
• Microsoft Word
• Purchasing / procurement (order-entry, purchase ordering, etc.)
• Processing software

Preferred Skills, Knowledge or Experience:

• Familiarity / Knowledge of auto body parts
• Vendor and contractor management is a plus but not required
• Experience tracking and managing inventories
• Fiscal management knowledge
• Familiarity with project tracking and basic project management practices
• Bilingual Mandarin and English is required

ADMINISTRATIVE ASSISTANT JOB TYPE:

• Full-time

ADMINISTRATIVE ASSISTANT SCHEDULE:

• Store Hours: Monday-Friday 8 AM-6 PM, Saturday 8 AM-3 PM
• Require working some Saturdays.

ASSISTANT PAY:

• Hourly wage

ASSISTANT BENEFITS

• Health insurance
• Vision insurance
• Dental Insurance
• 401k
• Sick days, and vacation days

Job Type: Full-time

Pay: $40,000.00 - $75,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift

Experience:

• Purchasing: 1 year (Preferred)

Language:

• Mandarin/Chinese (Required)

Work Location: In person

Salary : $40,000 - $75,000