Administrative Specialist

Position : Administrative Specialist

Location: San Francisco Bay Area, CA

Compensation: $70k - $72k Base + benefits

Full time

We are seeking a highly organized and detail-oriented Administrative Specialist to support day-to-day office operations, administrative coordination, documentation, and management activities. The ideal candidate will be professional, resourceful, and able to manage multiple priorities in a fast-paced environment while handling confidential information with discretion. Professional proficiency in English and Mandarin Chinese is required, including strong written communication and translation skills.

Bilingual - Fluent in English and Mandarin - "Proficiency in Mandarin is required as the successful candidate will be required to communicate with business partners in China."

Key Responsibilities

Office Administration & Operations

• Support daily office operations and maintain an organized, efficient, and professional working environment.
• Manage office supplies, equipment, property-related needs, procurement activities, and vendor relationships.
• Coordinate office maintenance, repairs, facilities needs, and IT support requests.
• Research, plan, and organize company and office events.
• Coordinate business travel arrangements, company visits, and overseas executive delegations.
• Maintain organized electronic and physical filing systems and business records.
• Assist with employee attendance tracking and leave administration.
• Review and organize invoices, receipts, and payment documentation.
• Assist with expense reimbursement processing and vendor payment requests.
• Perform other administrative, operational, and coordination duties as assigned by executives or management.

Qualifications

Bachelor's degree preferred.

• 25 years of experience in office administration, operations coordination, executive support, or a related role.
• Professional proficiency in English and Mandarin Chinese, with strong written communication and translation skills.
• Strong organizational and time-management skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong multitasking, coordination, and problem-solving abilities.
• Ability to manage confidential and sensitive information with professionalism and discretion.
• Experience working with external vendors, service providers, and business partners is preferred.
• Strong interpersonal and communication skills with the ability to work effectively with employees, executives, vendors, and external visitors.
• Ability to work independently while also collaborating effectively as part of a team.

About us: Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.

IntelliPro, a global leader in connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at

Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more.