Bilingual Mandarin Administrative Assistant - Onsite NYC

Madison-Davis, LLC; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Madison-Davis, LLC in New York City is seeking a bilingual Mandarin Administrative Assistant to support day-to-day operations and administrative tasks for management and administrative teams on a fully onsite basis.

The role includes records management, purchasing, vendor coordination, and facilities support across locations in NY/NJ, with a focus on Mandarin and English communication and strong organizational skills.

Qualifications

• Fluent in Mandarin Chinese and English.
• Strong organizational and records-management skills.
• Experience providing administrative support across multiple locations.

Responsibilities

• Provide general administrative support, including phone coverage, mail handling, travel arrangements, expense tracking, filing, and document preparation.
• Coordinate administrative processes for consultants, including onboarding, timesheets, invoice processing, and termination records.
• Maintain organized records and support document classification, retrieval, retention, and disposal.
• Coordinate office equipment, fixed assets, inventory, and procurement activities.
• Monitor and replenish office and pantry supplies and maintain accurate inventory records.
• Process invoices and purchasing requests in accordance with internal policies.
• Maintain accurate check records and oversee inventory of blank check stock.
• Coordinate with building management regarding facilities matters, maintenance, and visitor access.
• Maintain organizational charts, phone extension lists, and other internal administrative records.
• Coordinate maintenance services and facilities needs across New York and New Jersey offices.
• Assist with third-party vendor onboarding and performance reviews.
• Support administrative needs for staff, including arranging utilities, phone services, and other essential services.
• Help maintain a safe, organized, and professional workplace.
• Provide backup support to other department staff and assist with additional administrative projects as needed.

Skills

Mandarin Chinese

English

Organization

Job description

Madison-Davis, LLC in New York City is seeking a bilingual Mandarin Administrative Assistant to support day-to-day operations and administrative tasks for management and administrative teams on a fully onsite basis.

The role includes records management, purchasing, vendor coordination, and facilities support across locations in NY/NJ, with a focus on Mandarin and English communication and strong organizational skills.