Mandarin-English Admin & Ops Specialist

Pelham Berkeley Search; New York (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Pelham Berkeley Search is seeking an Administrative Assistant to support the Management Office and Administration/Human Resources Department. The role involves coordinating office needs, maintaining records, and assisting consultants and vendors across New York and New Jersey sites.

You will handle travel, expense tracking, onboarding support, invoices, inventory, and facilities liaison, working independently or with teams to keep operations orderly and efficient.

Qualifications

• Proficient in MS Word, Excel, PowerPoint and Outlook.
• Fluency in Mandarin Chinese and English.
• Strong communication, interpersonal, organizational and problem-solving skills.
• Discretion and professionalism with confidential information.
• Ability to prioritize in a fast-paced environment and work independently or with others.

Responsibilities

• Provide administrative support including telephone coverage, mail and supplies, travel arrangements, expense tracking, filing, deliveries, visitor access, event coordination, and routine requests.
• Support consultant onboarding, job descriptions, timesheets, invoices, terminations, and related records.
• Maintain records and fixed-asset documentation, and support equipment purchasing, moves, and disposal.
• Manage pantry and stationery inventory, purchasing, and monthly records.
• Process invoices and centralized procurement in line with policy.
• Maintain check records and blank check stock inventory.
• Liaise with building management and vendors on facilities, visitor, maintenance, and service matters.
• Update phone extension lists and organizational charts.
• Assist with Head Office staff needs and provide backup coverage for department staff.
• Perform other assignments as directed by the Department Head or alternate.

Skills

MS Word

MS Excel

PowerPoint

Outlook

Mandarin Chinese

Fluent English

Education

Bachelor’s degree or equivalent work experience

Job description

Pelham Berkeley Search is seeking an Administrative Assistant to support the Management Office and Administration/Human Resources Department. The role involves coordinating office needs, maintaining records, and assisting consultants and vendors across New York and New Jersey sites.

You will handle travel, expense tracking, onboarding support, invoices, inventory, and facilities liaison, working independently or with teams to keep operations orderly and efficient.