Admin Specialist

Office Operations & Administration Management

1. Responsible for daily administrative operations of the Dallas and Los Angeles offices.
2. Manage office supplies procurement, inventory control, and usage policies to ensure adequate supply and cost efficiency.
3. Establish and maintain basic office administration policies, including administrative procedures and fundamental EHS standards.
4. Review and process routine office expenses and vendor payments (rent, utilities, internet, property management, office equipment, etc.) in a timely and compliant manner.
5. Coordinate with office vendors and service providers (cleaning, maintenance, security, etc.).
6. Maintain office asset records, conduct inventory checks, and ensure proper asset management.

Travel & Accommodation Support

1. Provide travel support for employees (including overseas business travelers), including hotel booking, car rental arrangements, and coordination.
2. Manage dormitory leasing, check-in/check-out procedures, and coordinate daily maintenance matters.
3. Manage local SIM cards and communication resources.
4. Continuously optimize travel and accommodation processes to improve efficiency and control costs.

Conference & Event Support

1. Provide administrative support for North America regional sales meetings and marketing events.
2. Assist in organizing and executing North America semi-annual and annual meetings.
3. Arrange meeting venues, prepare materials, coordinate vendors, and provide on-site support.
4. Monitor meeting budgets and manage related expense documentation.

Onboarding, Offboarding & Training Support

1. Support onboarding processes, including preparation of office equipment, training arrangements, and administrative coordination.
2. Assist in offboarding processes, including administrative handover and asset collection.
3. Assist in organizing new hire orientation and employee skills development programs.
4. Prepare training materials, arrange venues, and set up meeting rooms.
5. Maintain training attendance records and related documentation.

Additional Responsibilities

1. Provide ad-hoc administrative support to HR and management as required.
2. Provide dedicated administrative support during executive visits or major projects.
3. Continuously improve administrative processes to enhance operational efficiency and employee satisfaction.

Qualifications (Part-time Position)

1. Bachelor’s degree or above preferred; major not limited.
2. Minimum of 3 years of relevant experience in administrative support roles within a corporate environment.
3. Available to work at least 3 days per week (approximately 24 hours per week).
4. Strong sense of responsibility with high attention to detail and accuracy.
5. Results-oriented mindset with the ability to manage multiple tasks and deliver outcomes efficiently.
6. Good organizational and coordination skills, with the ability to handle administrative tasks independently.
7. Strong communication skills and a service-oriented attitude.
8. Proficient in basic office software (e.g., Microsoft Office Suite).