Office Administrator

Sanhua International USA; San Jose (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Sanhua International USA is seeking an Office Administrator to support the Bay Area sales team in ensuring smooth operations. The ideal candidate will be proficient in Microsoft Office and have at least 2 years of experience in a fast-paced administrative role. Responsibilities include managing mail/packages, supporting meetings/events, and assisting with employee onboarding. The position requires strong communication, organizational skills, and the ability to multitask effectively in a dynamic environment.

Qualifications

• 2 years of experience in office administration or equivalent education and experience.
• Proven experience in a fast-paced administrative environment.
• Ability to work independently with minimal supervision.

Responsibilities

• Manage incoming and outgoing mail and packages.
• Provide administrative support for meetings and events.
• Track and monitor purchases ensuring compliance within budget.
• Order and maintain office supplies within budget.
• Participate in onboarding new employees.
• Coordinate travel and special events.
• Prepare and edit correspondence and presentations.
• Perform other administrative duties as assigned.

Skills

Microsoft Office

Organizational abilities

Time management

Communication skills

Ability to multitask

Education

Associate degree in office administration

Tools

Approval workflow software

Purchasing software applications

Job description

Role

The Office Administrator supports the Bay Area sales team by ensuring smooth day-to-day office operations while also contributing to a positive and productive work environment. This role requires a diligent and highly organized professional capable of handling a wide range of administrative and office support tasks, as well as supporting employee relations, performance management, and team building. The ideal candidate demonstrates strong attention to detail, discretion, and the ability to adapt to new and more efficient ways of working.

Major Job Responsibilities

• Mail & Package Handling: Manage incoming and outgoing mail and packages, ensuring timely and accurate delivery
• Meeting & Event Support: Provide administrative support for meetings and events, including organizing materials, setting up conference rooms, arranging audio-visual needs, security, catering, and event planning
• Purchasing & Payment Requests: Track and monitor purchases from the initial order through to delivery ensuring compliance within budget; submit purchase and payment requests using the company’s approval workflow system
• Office Supplies & Orders: Order and maintain office supplies within budget, ensuring the office is stocked appropriately
• Facility & Building Liaison: Monitor cleaning service by conducting daily walkthroughs; act as liaison with lease management for facility services and ensure services are within budget
• Employee Support: Participate in onboarding new employees; bridge management and employee relations by addressing demands, grievances; support recruitment process; nurture positive environment with cultural values; ensure compliance with legal requirements and company policies
• Travel & Event Coordination: Coordinate travel and special events when needed: book flights, arrange accommodations, complete expense reports
• General Administrative Tasks: Prepare and edit correspondence, presentations, filing, photocopying, coordinate conference calls, prepare expense reports; maintain accurate and up-to-date digital and paper files for authorized staff
• Other Duties: Perform other administrative duties as assigned to support management and office operations

Qualification Requirements

Education

• Associate degree with 2 years of experience in office administration, or an equivalent combination of education and experience

Work Experience

• Proven experience in a fast-paced administrative environment, managing multiple tasks with attention to detail and accuracy

Knowledge/ Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with approval workflow software and/or purchasing software applications
• Strong organizational, time management, and multitasking abilities
• Excellent verbal and written communication skills with the ability to interact effectively with a diverse population inside and outside the organization
• Ability to work independently with minimal supervision as well as part of a team

Core Competencies

• Communication: Effectively communicate both verbally and in writing to a diverse audience
• Organization & Time Management: Ability to prioritize and manage multiple tasks with frequent interruptions while meeting deadlines
• Independence & Teamwork: Work efficiently both independently and collaboratively within a team

Other

• Employment is contingent upon satisfactory references and background check
• Must have reliable transportation
• Ability to lift up to 30 pounds