Office Administrator (Bilingual Mandarin Required)

BioLegacy Research; San Diego (CA); On-site; USD 42,000 - 58,000; Full time

Job summary

Biolegacy Research in San Diego, CA is seeking an Office Administrator who is bilingual in Mandarin. This full-time, onsite role supports front desk duties, procurement coordination, asset tracking, and basic IT and security tasks, reporting to the Head of Operations and Finance Controller.

You will be a reliable, organized, and proactive team member coordinating with HQ in China. You will greet visitors, manage mail, process purchase requests, maintain asset inventories, set up new hires, and

Qualifications

• Mandarin Chinese fluency required for communication with HQ in China.
• Previous office administration or front desk experience preferred.
• Strong organizational and customer service skills.
• Willingness to learn new tools and follow IT instructions.
• Occasional lifting up to 20–30 lbs.

Responsibilities

• Greet visitors and manage front desk activities.
• Coordinate procurement workflows with vendors and internal teams.
• Track assets and manage office equipment inventory.
• Assist with basic IT support and security documentation.
• Maintain documentation across systems and ensure data consistency.

Skills

Bilingual Mandarin (spoken and written

Front desk / office administration

Procurement coordination

Asset tracking

IT & security support basics

Tools

Microsoft 365

CloudHub

Kingdee ERP

Job description

Office Administrator (Bilingual Mandarin Required)

Location: San Diego, CA

Full-Time | Onsite

About Us

At Biolegacy Research, we are a small, collaborative team dedicated to advancing preclinical science with precision and compassion. Our mission is to drive meaningful discovery through rigorous, humane in vivo pharmacology studies. We foster a supportive, respectful workplace where learning and teamwork thrive. Here, your contributions will be valued, and you will work closely with experienced scientists while growing your administrative and operational skills.

Position Overview

We are looking for a dependable, organized Office Administrator to support daily office operations, front desk activities, procurement coordination, asset tracking, and basic IT and security support. This position reports to the Head of Operations and the Finance Controller and plays a key role in keeping our site running smoothly. Bilingual fluency in Mandarin Chinese is required, as this role regularly communicates with HQ teams in China.

Responsibilities

Front Desk and Office Support

• Greet visitors and manage front desk activity
• Answer and direct phone calls
• Manage visitor signins and assist with general inquiries
• Receive, sort, scan, rename, and distribute incoming mail and packages
• Maintain clean and stocked shared areas (breakrooms, meeting rooms, lobby)
• Restock snacks, office supplies, and consumables
• Maintain small office equipment (Nespresso, espresso machine, water dispensers)

Procurement and Recordkeeping

• Submit, track, and update purchase requests in the online purchasing system
• Communicate with vendors for quotes, deliveries, and account setup
• Organize invoices, packing slips, and delivery documentation
• Support the full procurement workflow, including:
  • Initiating purchase requests
  • Coordinating internal review and approval
  • Confirming delivery and completing documentation
  • Enter and update purchasing and receiving data in the purchasing data management system
  • Help reconcile purchasing and receiving documentation for accuracy
  • Communicate with Chinabased teams on procurement timelines, materials, and documentation requirements (Mandarin required)

Asset Tracking and Equipment Coordination

• Maintain inventory of laptops, accessories, and office equipment
• Generate and apply asset tags
• Track location, ownership, and condition of office and IT equipment
• Assist with periodic asset audits and align physical inventory with digital records
• Support consistency between data management system records, asset logs, and financial documentation

Administrative IT and Security Support

• Assist with user account setup for new hires (Microsoft 365, system access)
• Help prepare laptops and devices for new employees
• Maintain basic access logs, user lists, and system documentation
• Support IT with device updates, antivirus checks, and password resets
• Organize cloud storage folders and shared drives to maintain documentation consistency
• Coordinate with IT vendors and service providers for equipment support
• Assist with gathering documentation for security or compliance audits (system access logs, usage logs, backup files)
• Follow SOPs for system access, cybersecurity protocols, and data backup procedures

General Administrative Support

• Assist with scheduling, filing, and document organization
• Support crossfunctional teams with administrative tasks as needed
• Help maintain data consistency across systems and operational logs
• Contribute to a positive, professional, and wellorganized workplace environment

Qualifications

• Bilingual fluency in Mandarin Chinese (spoken and written) required due to regular communication and coordination with Mandarin speaking HQ teams.
• Previous experience in office administration or front desk support preferred
• Strong organization, communication, and customer service skills
• Comfortable learning new tools (CloudHub, Kingdee ERP, Microsoft 365)
• Basic comfort with computers, devices, and following IT instructions
• Ability to prioritize tasks and stay organized in a fastpaced environment
• Ability to occasionally lift 2030 lbs (office supplies, equipment)

Why Join Us

• Play a key role in supporting meaningful scientific research
• Work closely with scientists, operations, finance, and IT teams
• Gain broad experience across office operations, procurement, asset management, and administrative IT support
• Join a supportive and missiondriven workplace that values collaboration and growth

Diversity and Equal Opportunity Statement

Biolegacy Research is an equal opportunity employer.

We celebrate diversity and are committed to fostering an inclusive environment for all employees.

We welcome applicants of all backgrounds, identities, and experiences.

All employment decisions are based on qualifications, merit, and business needs.