Administrative Support Specialist

Overview

We are seeking a detail-oriented Administrative Specialist to join our team. The ideal candidate will provide support across various departments and ensure the smooth running of daily operations.

Responsibilities

• Assist in managing daily office operations, ensuring the proper functioning of utilities such as water, electricity, and air conditioning, and maintaining a clean and orderly workspace.
• Handle basic maintenance tasks within the office, promptly report repair needs, and help coordinate with maintenance personnel.Responsible for purchasing, distributing, and managing inventory of office supplies, drinking water, and employee welfare items to ensure stock availability.
• Regularly check inventory, update purchase lists, and report needs to the administrative specialist or supervisor.
• Organize, archive, and manage company files, contracts, and employee records, ensuring data accuracy and easy access.
• Assist in updating internal administrative documents, ensuring employees can access the latest information.
• Handle employees' daily administrative needs, such as ID cards and office supply requests, and provide answers to basic administrative queries.
• Prepare onboarding supplies for new hires and assist with desk arrangements and basic facilities to ensure smooth onboarding.
• Assist in scheduling internal company meetings, including booking meeting rooms, setting up equipment, and arranging the venue. Support the organization of company events and team-building activities, including annual parties, celebrations, and group outings.
• Manage visitor reception, including visitor registration, guiding guests to meeting rooms, and professionally representing the company to clients or visitors. Assist with basic external communication tasks such as answering calls and emails to ensure accurate information delivery.
• Assist in handling department expense reimbursements, organizing receipts and bills, and ensuring a smooth reimbursement process. Track daily administrative expenses to provide basic data support for budget control.
• Assist in regular safety checks to ensure the office area complies with safety regulations. Help execute the company's emergency plans, such as fire drills, to enhance employee safety awareness.

Requirements

• Proven experience in administrative roles or similar positions.
• Proficiency in using phone systems and office equipment.
• Strong organizational skills with the ability to multitask.
• Excellent communication skills, both written and verbal.
• Familiarity with calendar management and scheduling tools.
• Knowledge of clerical procedures and project coordination techniques.

Job Type: Full-time

Pay: $19.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Language:

• Chinese (Required)

Ability to Commute:

• Carteret, NJ 07008 (Required)

Work Location: In person

Salary : $19 - $24