Administrative Assistant/ Office Manager

Alpha Softgels; Ontario (CA); On-site; USD 27,552 - 34,440; Full time

Job summary

Alpha Softgels is seeking an Administrative Assistant in Ontario, California, to support daily operations with responsibilities including payroll coordination, translation of documents, and general administrative tasks. The role requires fluency in both English and Chinese, alongside strong organizational skills and attention to detail. The ideal candidate should have at least 2 years of administrative experience and proficiency in Microsoft Office and payroll systems. This is a full-time position with a competitive hourly wage and the potential for overtime.

Qualifications

• Minimum 2 years administrative experience, preferably in health, wellness, or manufacturing.
• Familiarity with payroll systems such as ADP, Paychex, or Gusto.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide administrative support including scheduling, filing, data entry, and document preparation.
• Translate internal communications and customer correspondence between English and Chinese.
• Assist with HR onboarding tasks and payroll processing.

Skills

Fluency in English

Fluency in Chinese (Mandarin or Cantonese)

Organizational skills

Attention to detail

Customer service

Education

High school diploma or equivalent

Associate degree or higher preferred

Tools

Microsoft Office Suite

Google Workspace

Job description

Location: Ontario, California

Type: Regular Full-Time

Work Schedule: Monday-Friday, 8:30 AM - 5:30 PM (Overtime may be required) Compensation: $20.00-25.00 per hour

Position Summary:

The Administrative Assistant plays a key role in supporting daily operations, with some office manager functions, and payroll coordination. This position requires fluency in both English and Chinese (Mandarin or Cantonese), with the ability to translate documents and facilitate communication across departments. The ideal candidate is detail oriented, discreet, and comfortable navigating California labor standards.

Key Responsibilities:

• Provide administrative support including scheduling, filing, data entry, and document preparation
• Translate internal communications, product documentation, and customer correspondence between English and Chinese
• Assist with HR Onboarding tasks, including form preparation, employee communications, and digital recordkeeping.
• Support payroll processing by collecting timesheets, verifying hours, and coordinating with payroll providers.
• Respond to customer and employee inquiries in English and Chinese (Mandarin or Cantonese) via phone, email, and chat.
• Coordinate meetings, prepare agendas, and take minutes.
• Assist with regulatory documentation and quality assurance tracking.
• Uphold confidentiality and professionalism in all interactions.
• Comply with all Company policies and procedures, including safety rules and regulations.
• Maintain a safe work environment and operate in a safe manner.
• Perform other job duties related to the job, as assigned by management.

Required Qualifications:

• High school diploma or equivalent; associate degree or higher preferred.
• Minimum 2 years administrative experience, preferably in health, wellness, or manufacturing.
• Fluent in spoken and written English and Chinese (Mandarin or Cantonese).
• Proficient in Microsoft Office Suite, Google Workspace and digital collaboration tools.
• Familiarity with payroll systems (e.g., ADP, Paychex, Gusto) and timekeeping platforms.
• Some understanding of wage and hour compliance under California law.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Experience in the nutraceutical, pharmaceutical, or food manufacturing industries is a plus.
• Knowledge of GMP (Good Manufacturing Practices) and FDA labeling requirements is a plus.
• HR support experience.
• Comfort with bilingual customer service and culturally sensitive communications.