Construction Administrative Assistant (English/Mandarin)

Job Overview The Construction Administrative Assistant provides general administrative and clerical support to the Engineering Department to ensure smooth daily operations. This role is responsible for document preparation and filing, data entry and record maintenance, purchasing and invoice processing, vendor coordination, meeting arrangements, and cross-functional administrative support. The ideal candidate is detail-oriented, organized, proactive, and able to manage multiple administrative tasks while ensuring accuracy, timely follow-up, and effective communication with internal departments and external vendors. Duties 1. General Administrative Support Provide daily administrative and clerical support to the department. Assist with meeting arrangements, scheduling, document preparation, and general office operations. Manage office supplies and coordinate purchasing and replenishment as needed. Perform other administrative duties as assigned by management. 2. Document & Data Management Organize, maintain, and update departmental documents and records. Handle data entry, filing, scanning, and electronic document management. Maintain accurate records, tracking spreadsheets, and administrative databases. Ensure documents and information are properly organized and readily accessible. 3. Purchasing & Expense Administration Assist with purchase requisitions, purchase orders, and related administrative processes. Coordinate with vendors to obtain quotations and follow up on orders and deliveries. Assist with reviewing and processing invoices, payment requests, and expense reimbursement documents. Coordinate with Accounting and Procurement teams to follow up on purchasing and payment matters. 4. Cross-functional Coordination Coordinate with Engineering, Procurement, Accounting, HR, and other internal departments. Facilitate communication and information sharing across departments. Follow up on pending requests and assigned tasks to ensure timely completion. Support departmental projects and other administrative matters as needed. Experience Valid work authorization in the United States is required. Bachelor's degree preferred. Minimum 1–2 years of experience in administrative support, office administration, or a related role. Proficient in Microsoft Office (Excel, Word, Outlook). Strong document management, data entry, and organizational skills. Good communication skills and the ability to handle multiple tasks. Fluent in both Mandarin Chinese and English, with strong verbal and written communication skills. Work Arrangement This is a full-time, 100% on-site position. Occasional visits to construction sites may be required to provide administrative support. Physical Requirements Primarily sedentary office work, involving extended periods of sitting at a desk and working on a computer. Regular use of standard office equipment, including computers, phones, printers, copiers, and scanners. Ability to stand, walk, bend, and reach occasionally to retrieve documents or office supplies. Benefits: Dental insurance Health insurance Paid time off Work Location: In person

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