Office Administrator / Order Processing Clerk (Mandarin Required)

Job Summary We are a growing packaging products and international trading and distribution company seeking a detail-oriented and dependable Office Administrator / Operations Coordinator to support our daily business operations. This role focuses on sales and purchase order processing, order tracking, cross-departmental coordination, operational reporting, and general administrative support. The successful candidate will work closely with our sales, purchasing, accounting, warehouse, delivery teams, and management to ensure accurate information, efficient workflows, and timely order fulfillment. We are looking for someone who is organized, proactive, comfortable working with business systems and data, and capable of managing multiple priorities while following tasks through to completion. Fluency in Mandarin Chinese is required for effective communication with management and internal teams. Key Responsibilities Sales Order Processing & Coordination Receive, review, and process sales orders and supporting documents. Verify customer information, product SKUs, specifications, quantities, pricing, payment terms, and delivery requirements. Enter and maintain accurate sales orders in ERP or other company-designated systems. Coordinate with sales, accounting, warehouse, and delivery teams to ensure timely order fulfillment. Track order status from confirmation through picking, shipping, delivery, and completion. Process approved order changes and cancellations, keeping relevant departments informed. Identify and report order discrepancies, missing information, delays, and other exceptions. Maintain accurate and organized order records. Purchase Order Administration & Shipment Tracking Prepare and process purchase orders based on approved purchasing requests. Verify supplier information, product specifications, quantities, pricing, payment terms, and expected delivery dates. Coordinate with suppliers and purchasing teams regarding order confirmations and updates. Monitor purchase order progress, production schedules, shipments, estimated arrivals, and warehouse receiving. Maintain purchase orders, shipping documents, and related records. Assist relevant departments in resolving shipment delays, quantity discrepancies, and documentation issues. Operations & Cross-Department Coordination Coordinate daily operational information between sales, purchasing, accounting, warehouse, delivery teams, and management. Communicate customer requirements, inventory updates, order changes, and delivery schedules to relevant departments. Follow up on outstanding orders, assigned tasks, and operational issues until resolved. Maintain task tracking records, including responsibilities, deadlines, and completion status. Identify potential delays, communication gaps, and operational risks, and escalate issues when necessary. Assist management in monitoring projects, operational priorities, and follow-up actions. Data Management & Reporting Maintain accurate customer, supplier, sales order, purchase order, and operational records. Update order statuses, shipment information, and task progress regularly. Compile sales, purchasing, inventory, delivery, and other operational data. Prepare daily, weekly, and monthly operational reports and summaries. Review data accuracy, investigate discrepancies, and coordinate corrections with relevant departments. Prepare Excel spreadsheets and management reports to support business operations. Maintain organized electronic and physical records. Administrative & Office Support Handle document preparation, filing, scanning, and general office correspondence. Assist with meeting preparation, scheduling, documentation, and follow-up on action items. Maintain customer and supplier contact information. Support employee onboarding documentation, attendance records, and administrative processes. Coordinate office supplies, courier services, and other daily office activities. Maintain sample and promotional item inventory records, i…

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