Administrative Assistant - Quality & Technology

CRRC Sifang America•Chicago, IL

18h•Hybrid

About The Position

Manages the department’s administrative functions, including but not limited to document and archive management, expense reimbursement support, procurement and logistics coordination, and employee onboarding assistance, to ensure smooth daily operations.

Requirements

High school diploma or above; degree in Administrative Management or a related field preferred.
Proficient in Microsoft Office applications (Word and Excel).
Familiar with document management and ledger maintenance.
Detail-oriented, responsible, with strong communication and coordination skills.
Able to handle ad-hoc tasks and work occasional overtime as needed.
Fluent in both Mandarin and English.

Nice To Haves

2 years of experience as an administrative assistant or in office administration.
Experience in manufacturing or multinational companies is preferred.
Advanced aptitude with MS Office.

Responsibilities

Manage the scanning, registration, classification, archiving, and ledger maintenance of departmental technical notices, technical documents, contracts, and training records; Manage the archive room and ensure consistency between records and physical items.
Oversee the full reimbursement process, including document collection, form preparation, review and submission, and ledger recording; assist with departmental budget monitoring.
Handle equipment and tooling calibration order processing, sample shipping, and related invoice reimbursement follow-up.
Assist with contract execution, mailing, archiving, and system upload; submit monthly departmental contract reports as required.
Coordinate business travel arrangements, including itinerary planning, flight and hotel bookings, and reimbursement processing.
Maintain office asset ledgers, furniture and equipment inventory, key management, and electronic device loan records; ensure office cleanliness, equipment maintenance, and supply replenishment.
Process office supply replenishment according to established procedures.
Handle IT-related requests (such as SAP accounts and access permissions).
Distribute company gifts and support departmental activities; arrange employee overtime meals.
Assist with onboarding and offboarding processes for CRRC Sifang support staff and new employees, including providing office supplies and daily administrative support.
Manage departmental contact lists; prepare materials for new employee onboarding; and assist with internal transfer processes.
Perform other duties as assigned by the department.
Translate technical documents and interpret during the meetings and interviews.