Administrative Services Coordinator

2 weeks ago

Marshall, Michigan, United States IntelliPro Group Inc. Full time
Job Overview

Position Title: Administrative Services Specialist/Manager (Bilingual - Mandarin)
Employment Type: Full-Time
Location: On-Site
Salary Range: Total Package $76,000 - $140,000
Eligibility: US Citizens/Permanent Residents, No Work Visa Sponsorship Provided
Job ID: 142625 & 142623

We are looking for two meticulous and proactive administrative services specialists/managers to support our Internal Services Manager. This role encompasses a variety of administrative responsibilities, including the coordination of expatriate relocations, management of international travel logistics, and ensuring adherence to company policies. The ideal candidate will possess exceptional organizational skills, strong communication abilities, and thrive in a dynamic work environment. Proficiency in both English and Mandarin is a critical requirement for this position.

Key Responsibilities

Administrative Duties:

  • Assist in the daily management of office functions, which includes ordering supplies, coordinating facility services, and maintaining an organized workspace.
  • Support front desk operations by greeting visitors, handling phone inquiries, and managing correspondence.
  • Help plan and organize meetings, conferences, and events, ensuring all logistical needs are addressed.

Expatriate Support:

  • Facilitate the relocation of employees from China to the U.S., coordinating housing, transportation, and essential services.
  • Work with HR and external providers to manage visa applications and ensure compliance with legal requirements.
  • Assist in developing programs to help expatriates and their families adapt to the local culture, providing ongoing support throughout their assignments.

International Travel Coordination:

  • Manage travel arrangements for U.S. employees traveling to China, including booking flights, accommodations, and local transport, while adhering to company travel policies.
  • Collaborate with HR and legal teams to process visa applications and ensure compliance with travel regulations.
  • Provide continuous support for employees during their international trips, addressing any issues that may arise.

Policy Compliance:

  • Assist the Administrative Services Manager in enforcing company policies related to administrative operations and travel.
  • Ensure all procedures align with company standards and legal requirements, and assist in training staff on these policies.
  • Monitor compliance with internal policies and recommend improvements as necessary.

Interdepartmental Collaboration:

  • Work with departments such as HR, finance, and operations to ensure smooth administrative processes.
  • Act as a point of contact for inquiries from other departments, providing administrative support and information as needed.

Flexibility and Travel:

  • Adapt your work schedule to meet the company's needs, including participation in events and projects outside regular business hours.
  • Be prepared to travel, both domestically and internationally, to support company activities.
Qualifications
  • A minimum of 3 years of experience in an administrative assistant or internal services role, preferably in a corporate environment.
  • Experience in expatriate relocation and international travel management is advantageous.
  • Fluency in both English and Mandarin is essential.
  • Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
  • High attention to detail and a commitment to accuracy in all administrative tasks.
  • Excellent verbal and written communication skills, capable of interacting effectively with a diverse group of employees and external partners.
  • Problem-solving skills and a proactive approach to addressing challenges.
  • Experience in a diverse environment, with an understanding of the needs of expatriates and international business travelers.
  • Willingness to adapt to changing circumstances, including working outside regular hours and traveling as necessary.
Physical Requirements
  • Ability to navigate work sites, which may involve walking, standing, and climbing.
  • Flexibility to bend, kneel, or crouch, especially when troubleshooting.
  • Capability to lift and carry moderate weights, typically up to 25-50 pounds.
  • Occasional lifting of heavier items may be required.
  • Ability to work in various environments, including offices and construction sites.
  • Willingness to travel to various job sites, which may require driving or other transportation methods.
Benefits
  • Competitive salary based on experience.
  • Comprehensive benefits package including medical, dental, and vision coverage.
  • 401(k) retirement savings plan with company match.
  • Paid time off and holidays.
  • Opportunities for professional development.
About IntelliPro Group Inc.

Founded in 2009, IntelliPro is a global leader in talent acquisition and HR solutions. Our commitment to delivering exceptional service to clients, fostering employee growth, and building lasting partnerships distinguishes us in the industry. With a strong presence in multiple countries, we continue to lead in global talent solutions.

Compensation: The compensation offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. IntelliPro also provides a comprehensive benefits package, all subject to eligibility.

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