Office Administrative Assistant (Bilingual in Chinese)

TransGlobal•Monrovia, CA

About The Position

The Administrative Assistant is the first point of contact for visitors and callers and helps maintain a smooth, professional front office. The position 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 role includes greeting and assisting visitors, answering and directing calls, entering client and agent information, processing and filing insurance policy documents, coordinating mail and packages, and managing conference room reservations. It also provides general administrative support, helps with time-sensitive requests and special projects, and trains newly hired front desk team members.

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, direct callers to the appropriate contacts, and take accurate messages as needed.
Immediately notify agents, managers, or staff when clients or visitors arrive.
Enter new client and agent information into internal platforms, such as the Inbound system.
Enter insurance policy details into AI and digital systems accurately and promptly.
Scan and save insurance policies and related documents in the appropriate client folder categories.
Communicate with the Asia team and relevant agents to confirm whether mailed policies have been sent and received.
Keep the front desk and lobby clean and organized.
Manage conference room reservations, coordinate schedules, and communicate room availability to coworkers.
Distribute incoming mail promptly to internal departments and individuals.
Scan and forward important documents to designated contacts across office locations.
Assist with outgoing mail or materials, ensuring accurate labeling and delivery.
Coordinate the holding and release of checks, marketing materials, or policy packages as instructed.
Provide general 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.