Future Opening: Administrative Assistant - Quality & Technology

Apscareerportal; Chicago, Northern (IL, KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Life insurance

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Job summary

CRRC Sifang America is seeking an Administrative Assistant in Chicago to support the Quality & Technology department. You will manage document control, archiving, reimbursements, and procurement, while coordinating travel and onboarding for staff.

This role requires strong MS Office skills, attention to detail, and the ability to handle overtime as needed in a professional office and production environment.

Qualifications

• Requires high school diploma or above; degree preferred in Administrative Management or related field.
• Proficient in Microsoft Office (Word and Excel); familiar with document management and ledger maintenance.
• Detail-oriented, responsible, with strong communication and coordination skills.
• Able to handle ad-hoc tasks and work occasional overtime as needed.

Responsibilities

• Manage scanning, registration, classification, archiving, and ledger maintenance of department notices, documents, contracts, and training records.
• Oversee archive room and ensure consistency between records and physical items.
• Coordinate full reimbursement process, assist with budget monitoring, and document control.
• Handle equipment and tooling calibration orders, sample shipping, and related invoice follow-up.
• Assist with contract execution, mailing, archiving, and system uploads; submit monthly reports.
• Coordinate business travel arrangements including itineraries, bookings, and reimbursements.

Skills

Microsoft Office

Document management

Ledger maintenance

Communication skills

Coordination skills

Education

High School Diploma or higher

Degree in Administrative Management or related field preferred

Job description

Administrative Assistant - Quality & Technology

Location

Chicago

Type

Full Time

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• Life insurance
• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching

Summary

Manages the department’s administrative functions, including but not limited to document and archive management, expense reimbursement support, procurement and logistics coordination, and employee onboarding assistance, to ensure smooth daily operations.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manage the scanning, registration, classification, archiving, and ledger maintenance of departmental technical notices, technical documents, contracts, and training records;
• Manage the archive room and ensure consistency between records and physical items.
• Oversee the full reimbursement process, including document collection, form preparation, review and submission, and ledger recording; assist with departmental budget monitoring;
• Handle equipment and tooling calibration order processing, sample shipping, and related invoice reimbursement follow-up;
• Assist with contract execution, mailing, archiving, and system upload; submit monthly departmental contract reports as required;
• Coordinate business travel arrangements, including itinerary planning, flight and hotel bookings, and reimbursement processing;
• Maintain office asset ledgers, furniture and equipment inventory, key management, and electronic device loan records; ensure office cleanliness, equipment maintenance, and supply replenishment;
• Process office supply replenishment according to established procedures; handle IT-related requests (such as SAP accounts and access permissions); distribute company gifts and support departmental activities; arrange employee overtime meals;
• Assist with onboarding and offboarding processes for CRRC Sifang support staff and new employees, including providing office supplies and daily administrative support;
• Manage departmental contact lists; prepare materials for new employee onboarding; and assist with internal transfer processes;
• Perform other duties as assigned by the department.
• Translate technical documents and interpret during the meetings and interviews

To perform the job successfully, an individual should demonstrate the following competencies:

• Technical Capacity.
• Personal Effectiveness/Credibility.
• Thoroughness.
• Flexibility.

This job operates in a professional office environment, production floor and outside the office. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Education and Experience

Required

• High school diploma or above; degree in Administrative Management or a related field preferred;
• Proficient in Microsoft Office applications (Word and Excel); familiar with document management and ledger maintenance;
• Detail-oriented, responsible, with strong communication and coordination skills;
• Able to handle ad-hoc tasks and work occasional overtime as needed.

Preferred

• 2 years of experience as an administrative assistant or in office administration; experience in manufacturing or multinational companies is preferred.
• Advanced aptitude with MS Office
• Fluent in both Mandarin and English;

Benefits Include: Medical, Dental, Vision, Life Insurance, and 401k

E-Verify

CRRC participates in the U.S. Department of Homeland Security’s E-Verify program. As part of this process, we provide the following notices to all job applicants: These documents inform you of your rights and responsibilities under U.S. law. You can view or download them using the links below:

We are an equal opportunity employer and all qualified applicants will receiveconsideration for employment without regard to race, color, religion, sex,national origin, disability status, protected veteran status, or any othercharacteristic protected by law.

CRRC Sifang America is an Illinois-based subsidiary of CRRC Corporation Limited. CRRC Corporation Limited,the parent company, is a world leader in the designing, engineering and manufacturing of advanced passenger rail vehicles and high-speed trains. Headquartered in Beijing, China, CRRC Corporation Limited has 46 wholly-owned & majority-owned subsidiaries. They are a global innovator in rail car and locomotive construction and maintenance.

In 2016, CRRC Sifang America was awarded a contract by the Chicago Transit Authority to supply 846 new railcars.

CRRC Sifang America recently constructed a state-of-the-art production facility on the city’s southeast side, returning railcar manufacturing to Chicago after a 50-year absence.