Office Administrative Assistant (Bilingual in Chinese)

TransGlobal•Monrovia, CA

6d•$18 - $22

About The Position

The Office Administrative Assistant is the first point of contact for visitors and callers and helps maintain a smooth, professional front office. The role handles incoming communications, supports internal teams with clerical and administrative tasks, and assists with day-to-day office operations. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. The assistant greets guests, answers and routes phone calls, notifies staff when visitors arrive, and enters client and agent information into internal platforms. The position also supports insurance-policy processing by entering policy details into AI and digital systems, scanning and filing documents, and confirming mailed-policy status with the Asia team and agents. Additional duties include maintaining the front desk and lobby, coordinating conference-room reservations, distributing and forwarding mail and documents, assisting with outgoing materials, coordinating the holding and release of checks and packages, and providing general administrative support. The assistant also trains new front desk team members and stays informed about company policies and updates. TransGlobal describes itself as an Asian-focused financial services platform with more than 30 years of experience, a network of 30+ branches across 14 states, and more than 5,000 independent agents. The company highlights its multicultural environment, cross-functional training, licensing support, professional development, collaborative culture, and work supporting individuals and families with financial security.

Requirements

High school diploma or equivalent.
1–2 years of experience in an administrative or front desk role.
Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel, and comfort learning new systems.
Strong verbal and written communication skills.
Excellent organizational and time-management skills.
Ability to maintain confidentiality and exercise good judgment.
Bilingual skills are required; English/Mandarin is given as an example.

Nice To Haves

Associate degree preferred.

Responsibilities

Greet visitors professionally, assist them promptly, and connect them with appropriate team members.
Answer incoming phone calls, route callers, and take accurate messages as needed.
Notify agents, managers, or staff when clients or visitors arrive.
Enter new client and agent information into internal platforms to support follow-ups and data accuracy.
Input insurance-policy details into AI and digital systems accurately and promptly.
Scan and save insurance policies and related documents in client folders under appropriate categories.
Communicate with the Asia team and agents to confirm whether mailed policies have been sent and received.
Maintain a clean and organized front desk and lobby.
Manage conference-room reservations, coordinate schedules, and communicate room availability.
Distribute incoming mail promptly to internal departments and individuals.
Scan and forward important documents to designated contacts across office locations.
Assist with outgoing mail and materials, ensuring accurate labeling and delivery.
Coordinate the holding and release of checks, marketing materials, or policy packages as instructed.
Provide administrative support to team members and management, including special projects and time-sensitive requests.
Train and mentor newly hired front desk team members on best practices, office protocols, and system procedures.
Stay informed about company policies and updates to answer common internal and external questions.