Admin Officer - Chinese Speaker

We are hiring a Finance & Admin Officer to support daily office operations, basic accounting, and trade execution for a newly established metal trading company. This role requires active communication across management, clients, suppliers, logistics providers, and customs agents, along with hands-on handling of trade documentation, order processing, and customs clearance workflows.

• Assist with daily import and export trade affairs and operational logistics.
• Track and follow up on purchase/sales orders, procurement, delivery schedules, and shipping arrangements.
• Prepare, organize, and verify commercial trade documents, including Commercial Invoices, Packing Lists, Contracts, Bills of Lading (B/L), and other shipping documentation.
• Coordinate freight movement, customs clearance, cargo delivery, and overall logistics workflows.
• Assist in customs declarations, bill clearance, and trade document archiving.
• Maintain clear and continuous communication with clients, suppliers, freight forwarders, and clearance agents.
• Monitor order status and escape operational bottlenecks or exceptions to management promptly.
• Verify data accuracy across trade documents and maintain client, supplier, and order databases.

• Manage daily office administrative affairs, including document filing, contract management, and corporate record maintenance.
• Coordinate with external office vendors and service providers to support general office logistics.
• Schedule meetings, manage calendar arrangements, and prepare for business visits.
• Oversee trade licenses, company certificates, legal documents, and office procurement/supplies.
• Support day-to-day finance operations, including invoice processing, expense reimbursement review, and maintaining accurate financial records.
• Assist management in compiling data, preparing operational reports, and managing ad-hoc tasks.
• Support new business initiatives, strategic projects, and operational developments.

• Handle daily communication in Chinese with clients, suppliers, and partners based in China.
• Facilitate the translation, alignment, and distribution of documents and business information between Chinese and English.
• Liaise with internal and external stakeholders to ensure smooth trade and administrative workflows.
• Perform other administrative tasks as assigned by management.

• Language Proficiency:
  Fluent in Chinese (Mandarin) with excellent reading, writing, and speaking skills. English proficiency sufficient for professional emails, document handling, and daily workplace communication.
• Experience:
  
  1–3+ years of experience in international trade, import/export, logistics, supply chain, or administrative operations. Trading company background is highly preferred.
• Trade Knowledge:
  Familiarity with customs declarations, import/export documentation, freight processes, and customs clearance procedures. Experience in metals, steel, construction materials, or bulk commodities is a plus.
• Software
  
  Skills:
  
  Proficient in Microsoft Office suite (especially Excel, Word, and Outlook).
• Work Style:
  Detail-oriented, highly responsible, with strong data entry and document control skills.
• Soft Skills:
  
  Excellent interpersonal, coordination, and problem-solving skills; capable of multi-tasking under fast-paced working conditions while keeping error rates low.
• Adaptability:
  Fast learner with strong execution capabilities, comfortable adapting to a dynamic startup environment.