Reception & Administrative Coordinator

ROLE CONTEXTPosition Overview

Griting AI's customer - one global transportation company are seeking a professional, friendly, and dependable Reception & Administrative Coordinator to serve as the first point of contact for visitors, customers, suppliers, candidates, logistics providers, and employees.

Previous supply-chain or international-trade experience is not required. Recent university graduates are welcome to apply.

Key Responsibilities

• Welcome visitors and provide a professional first impression.
• Register guests and follow building-access and security procedures.
• Answer and route calls, emails, and general inquiries.
• Receive and distribute mail, packages, documents, samples, and deliveries.
• Notify employees when visitors, suppliers, candidates, or service providers arrive.
• Maintain reception, meeting rooms, visitor logs, and office contact lists.
• Assist with conference-room preparation, refreshments, catering, and meeting logistics.
• Support customer visits, supplier meetings, and interview candidates.
• Assist with printing, scanning, filing, data entry, and basic document preparation.
• Coordinate with delivery personnel, building management, maintenance providers, and office vendors.

Qualifications

• Associate or Bachelor's degree required.
• Recent graduates are welcome to apply.
• Degrees in Business Administration, Communications, Hospitality, International Trade, English, Marketing, or a related field are preferred but not required.
• Previous front-desk, administrative, customer-service, retail, hospitality, or internship experience is preferred but not required.
• Strong written and verbal communication skills.
• Professional presence, reliability, punctuality, and attention to detail.
• Basic proficiency with Microsoft Office, Google Workspace, email, and calendar systems.
• Mandarin-English bilingual ability is a plus.

Technology & AI Readiness

Familiarity with AI productivity tools is a plus but not required.

Comfort learning visitormanagement, office, scheduling, and document systems is expected.

Employees are expected to use modern business software and approved digital tools effectively. AI-assisted work must be independently reviewed for accuracy, confidentiality, and compliance.

Confidential company, customer, supplier, pricing, contract, financial, shipment, employee, or personal information must not be entered into public or unapproved AI tools.

Annual Bonus

Eligible employees may be considered for an annual performance-based bonus based on individual and company performance. Bonus eligibility, amount, and payment are subject to the applicable company bonus plan and are not guaranteed.

Work Authorization

• Candidates must be legally authorized to work in the United States. The company is unable to provide new employment-based visa sponsorship for this position.