Mandarin-Speaking Sales & Administrative Executive
Nextra Global INCAbout Nextra Global Nextra Global is a global ingredient supplier serving the food and beverage, pharmaceutical, nutrition, natural health products, and specialty chemicals industries. We help customers meet their sourcing needs through quality products, reliable supply capabilities, and long-term business relationships. About the Opportunity We are seeking a detail-oriented, organized, and proactive Mandarin-Speaking Sales & Administrative Executive to support our sales operations, inventory management, quotation preparation, and daily administrative activities. The ideal candidate will have hands-on inventory management experience, advanced Excel skills, experience preparing customer quotations, and strong communication abilities in both English and Mandarin Chinese. This role involves maintaining accurate inventory and pricing records, supporting the sales team, coordinating with suppliers, and ensuring smooth daily business operations. Experience in the ingredients industry, working with Chinese suppliers, or managing U.S.-based inventory is highly preferred. This position offers flexible part-time or full-time arrangements, with remote or hybrid work options. Key Responsibilities Sales & Quotation Support Prepare accurate and professional customer quotations based on current pricing, inventory availability, and sales requirements. Maintain and update product pricing lists, quotation templates, and sales-related documents. Coordinate with internal sales teams to confirm product availability, pricing, and delivery of information. Assist with customer inquiries, quotation follow-ups, and sales order coordination. Maintain accurate sales records and ensure timely communication between internal teams, customers, and suppliers. Inventory & Stock Management Maintain and regularly update inventory records, including stock quantities, product pricing, availability, and warehouse locations. Monitor inventory levels and coordinate stock updates with suppliers and warehouse partners. Track incoming shipments, inventory movements, and stock availability. Reconcile inventory information across supplier reports, internal spreadsheets, and warehouse records. Identify and resolve discrepancies in inventory quantities, pricing, and product information. Prepare and maintain accurate inventory reports using advanced Excel functions. Supplier Coordination & Administrative Support Communicate with Chinese and U.S. suppliers regarding product availability, pricing, inventory updates, and shipment status. Assist with product sourcing, supplier inquiries, and purchasing coordination as needed. Organize and maintain supplier records, product information, and business documentation. Support daily administrative tasks and coordinate with sales, sourcing, and operations teams. Help improve internal processes, data accuracy, and operational efficiency. Qualifications Required: Fluency in Mandarin Chinese and English, both written and spoken. Previous hands-on inventory or stock management experience. Experience preparing customer quotations, pricing sheets, or sales-related documents. Advanced Microsoft Excel skills, including VLOOKUP/XLOOKUP, PivotTables, complex formulas, data reconciliation, and managing large spreadsheets. Strong organizational skills and exceptional attention to detail. Ability to manage multiple priorities, meet deadlines, and work independently. Excellent communication and problem-solving skills. Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams. Preferred: Experience in food ingredients, nutritional ingredients, chemicals, or related industries. Previous experience in ingredient sales, B2B sales support, or sales administration. Experience working with Chinese suppliers, manufacturers, or sourcing products from China. Experience managing or coordinating U.S.-based inventory and warehouse stock. Familiarity with international sourcing, purchasing, logistics, and supply chain operations. Experience using…