Office Administrator; Bilingual English​/Mandarin

Full-Time | Onsite

At Biolegacy Research, we are a small, collaborative team dedicated to advancing preclinical science with precision and compassion. Our mission is to drive meaningful discovery through rigorous, humane in vivo pharmacology studies. We foster a supportive, respectful workplace where learning and teamwork thrive. Here, your contributions will be valued, and you will work closely with experienced scientists while growing your administrative and operational skills.

We are looking for a dependable, organized Office Administrator to support daily office operations, front desk activities, procurement coordination, asset tracking, and basic IT and security support. This position reports to the Head of Operations and the Finance Controller and plays a key role in keeping our site running smoothly. Bilingual fluency in Mandarin Chinese is required, as this role regularly communicates with HQ teams in China.

• Greet visitors and manage front desk activity
• Answer and direct phone calls
• Manage visitor sign-ins and assist with general inquiries
• Receive, sort, scan, rename, and distribute incoming mail and packages
• Maintain clean and stocked shared areas (breakrooms, meeting rooms, lobby)
• Restock snacks, office supplies, and consumables
• Maintain small office equipment (Nespresso, espresso machine, water dispensers)

• Submit, track, and update purchase requests in the online purchasing system
• Communicate with vendors for quotes, deliveries, and account setup
• Organize invoices, packing slips, and delivery documentation
• Support the full procurement workflow, including:
• Initiating purchase requests
• Coordinating internal review and approval
• Confirming delivery and completing documentation
• Enter and update purchasing and receiving data in the purchasing data management system
• Help reconcile purchasing and receiving documentation for accuracy
• Communicate with China-based teams on procurement timelines, materials, and documentation requirements (Mandarin required)

• Maintain inventory of laptops, accessories, and office equipment
• Generate and apply asset tags
• Track location, ownership, and condition of office and IT equipment
• Assist with periodic asset audits and align physical inventory with digital records
• Support consistency between data management system records, asset logs, and financial documentation

• Assist with user account setup for new hires (Microsoft 365, system access)
• Help prepare laptops and devices for new employees
• Maintain basic access logs, user lists, and system documentation
• Support IT with device updates, antivirus checks, and password resets
• Organize cloud storage folders and shared drives to maintain documentation consistency
• Coordinate with IT vendors and service providers for equipment support
• Assist with gathering documentation for security or compliance audits (system access logs, usage logs, backup files)
• Follow SOPs for system access, cybersecurity protocols, and data backup procedures

• Assist with scheduling, filing, and document organization
• Support cross-functional teams with administrative tasks as needed
• Help maintain data consistency across systems and operational logs
• Contribute to a positive, professional, and well-organized workplace environment

• Bilingual fluency in Mandarin Chinese (spoken and written) required due to regular communication and coordination with Mandarin speaking HQ teams.
• Previous experience in office administration or front desk support preferred
• Strong organization, communication, and customer service skills
• Comfortable learning new tools (Cloud Hub,…