Office Administrative Assistant (Bilingual in Chinese)

TransGlobal • Monrovia, CA

8d • $18 - $22

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 role handles incoming communications, supports internal teams with clerical and administrative tasks, and assists with daily office operations. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

The assistant greets and directs visitors, answers and routes phone calls, records messages, and promptly notifies staff when clients or visitors arrive. The role also enters client and agent information into internal platforms; inputs, scans, and files insurance policy details and related documents; and coordinates with the Asia team and agents about mailed-policy status. Additional duties include maintaining the front desk and lobby, managing conference room reservations, distributing and forwarding mail and documents, coordinating the holding and release of checks and materials, and providing general administrative support. The assistant also trains new front desk team members and stays informed about company policies and updates.

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, such as English and Mandarin, are required.

Nice To Haves

• Associate degree preferred.

Responsibilities

• Greet visitors professionally, assist them promptly, and connect them with the appropriate team members.
• Answer incoming calls, route callers to the appropriate contacts, 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, including the Inbound system.
• Input insurance policy details into AI and digital systems accurately and promptly.
• Scan and save insurance policies and related documents in the appropriate client folders and categories.
• Communicate with the Asia team and relevant agents to confirm whether mailed policies have been sent and received.
• Maintain an organized and clean front desk and lobby.
• Manage conference room reservations and communicate room availability to coworkers.
• Distribute incoming mail to internal departments and individuals promptly.
• 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, and 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.

Benefits

• Competitive salary and benefits package.
• Cross-functional training, licensing support, and professional development opportunities.
• Professional development and growth opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED