Administration Manager (Bilingual Mandarin/English)

Overview:

The Administration Manager will coordinate daily administrative operations and employee services for Jereh’s Channelview-area team, supporting local employees and personnel visiting or relocating from the company’s Yantai headquarters. The position combines office administration, vendor coordination, expense reconciliation, employee travel and housing logistics, and practical onsite support.

This role requires sound business and financial judgment and comfort with preparing reports, resolving vendor discrepancies, working directly with employees, and handling time-sensitive matters outside the office. The anticipated mix is approximately 60% computer-based coordination and reporting and 40% hands-on, employee-facing or external activity. Fluency in Mandarin and English and an ability to navigate U.S. and Yantai business practices are central to the position.

Key Responsibilities:

• Coordinate daily administrative operations, staff priorities, office services, schedules, and employee requests; provide day-to-day directions to administrative personnel where assigned.
• Maintain an organized office environment, including supplies, records, meeting arrangements, visitors, facilities requests, and general administrative support.
• Prepare, review, and reconcile administrative expenses, receipts, reimbursements, and supporting reports; identify and resolve missing information or discrepancies.
• Review vendor invoices against agreements, service records, and expected charges; coordinate corrections, approvals, and timely follow-up with Finance and vendors.
• Maintain productive relationships with vendors and service providers for facilities, housing, travel, transportation, office needs, and employee services.
• Address vendor service problems directly, compare options when arrangements change, and help ensure quality, cost awareness, and reliable service delivery.
• Coordinate domestic and international employee travel, hotel bookings, airport transportation, car rentals, and related itinerary changes.
• Arrange temporary housing, company accommodations, and short-term rentals for employees and visitors; track reservations, occupancy, costs, and changes.
• Provide practical relocation support for personnel arriving from headquarters, including orientation to local processes, housing arrangements, transportation, and information related to obtaining essential local services.
• Assist with vehicle-related administrative arrangements and applicable insurance documentation, working with the appropriate internal or external providers.
• Plan and coordinate office events, employee activities, visiting delegations, and meeting logistics, including hands-on setup when needed.
• Support employee onboarding logistics and day-to-day coordination with Human Resources while ensuring sensitive records and personal information are handled confidentially.
• Facilitate communication between Mandarin-speaking and English-speaking employees, local managers, service providers, and Yantai-based stakeholders.
• Explain routine administrative processes, expectations, and company policies in clear, practical terms and escalate matters requiring management or HR review.
• Identify gaps in administrative processes, documentation, or vendor performance and recommend improvements that reduce delays and recurring problems.
• Maintain accurate records, trackers, expense summaries, and status updates for administrative activities, commitments, and outstanding issues.
• Handle both desk-based priorities and external tasks such as vendor visits, accommodation arrangements, purchasing, and employee support as operational needs require.

Required Qualifications:

• Professional working proficiency in both Mandarin Chinese and English, with the ability to communicate clearly with employees, vendors, and management.
• Experience in business administration, office management, operations coordination, employee services, finance administration, or a comparable multi-function support role.
• Practical experience with expense reporting, invoice review, reconciliation, documentation, or related financial administration.
• Experience coordinating and resolving vendor, facilities, travel, or other service-provider issues rather than solely processing paperwork.
• Ability to organize competing demands, assign or coordinate administrative work where applicable, and follow issues through to resolution.
• Strong working knowledge of Microsoft Excel, Outlook, Word, and routine digital recordkeeping and reporting tools.
• Comfort performing hands-on onsite and external administrative duties alongside computer-based planning and reporting.
• Sound judgment, confidentiality, responsiveness, and an employee-service mindset in a bilingual, multicultural work environment.

Desired Qualifications:

• Education or experience in business administration, management, finance, accounting support, or a related field; a traditional accounting career path is not required.
• Experience working with Chinese and U.S. business teams, particularly familiarity with Yantai headquarters practices and cross-cultural communication.
• Previous responsibility for coordinating administrative staff or supervising a small office-support team.
• Experience supporting international visitors, relocating employees, company housing, short-term rentals, and transportation arrangements.
• Experience in corporate, manufacturing, industrial, or other operational work environments; direct industry experience is not essential.
• Experience developing practical controls for vendor invoices, employee expense tracking, administrative policies, or service agreements.

Leadership Expectations:

• Take ownership of daily administrative services and ensure employees receive reliable, timely support.
• Be willing to move between planning, reporting, vendor conversations, and hands-on tasks without treating any part of the role as outside its scope.
• Provide clear direction and dependable follow-through when coordinating the work of administrative colleagues.
• Build effective relationships across U.S.-based teams and Yantai headquarters while respecting differences in language, communication, and working practices.
• Apply practical financial discipline to expenses and vendor invoices and raise exceptions before they become recurring issues.
• Use sound judgment when helping employees navigate housing, transportation, office processes, and sensitive matters.
• Keep management informed of material service issues, unresolved costs, or risks that require a decision.
• Improve administrative processes through accurate tracking, clear accountability, and consistent service standards.