Administrative & Growth Coordinator

Job Title:

Administrative & Growth Coordinator

Location:

San Jose, CA (Headquarters-based)

Work hours:

Tue-Sat 30-40 hours

Think Academy Silicon Valley is seeking an Administrative & Expansion Coordinator to support the operational backbone of our growing education organization.

This role is headquarters-focused, ensuring smooth administrative processes, vendor coordination, and multi-campus expansion support.

You will serve as the key link between the academic, finance, and facility functions — helping the organization scale efficiently while maintaining operational excellence.

• Administrative Coordination
  • Oversee and streamline headquarters-level administrative processes, ensuring timely communication across departments (teaching, operations, marketing).
  • Maintain internal procurement records and vendor contracts.
  • Manage credit card usage logs, receipts collection, and monthly reconciliation with the finance team.
  • Track expense requests, ensure spending aligns with budget policy, and optimize purchasing workflow.
• Procurement & Vendor Management
  • Source, negotiate, and maintain relationships with local vendors (supplies, printing, furniture, maintenance).
  • Manage purchase orders, quotations, and inventory replenishment across multiple campuses.
  • Coordinate deliveries, logistics, and cross‑campus material transfers.
• Campus Expansion & Setup
  • Assist in new campus scouting and evaluation, including collecting property information, pricing comparisons, and lease documentation.
  • Support renovation coordination with contractors, property managers, and design vendors (timeline tracking, procurement, move‑in readiness).
  • Manage logistics for campus setup — furniture, signage, equipment purchase and installation.
  • Track project progress and prepare regular reports for leadership review.
• Finance & Compliance
  • Manage reimbursement submissions and ensure documentation compliance.
  • Track monthly budgets for administrative spending and report anomalies or cost‑saving opportunities.
  • Support audit preparation and policy documentation updates when needed.

• Bachelor’s degree preferred, with 1–3 years of experience in administration, operations, or project coordination preferred.
• Excellent organizational and coordination skills; strong attention to detail.
• Proficient with Google Workspace, Excel, and document management tools.
• Experience working with vendors, contractors, or facility projects a strong plus.
• Good written and verbal communication in English and Mandarin.
• Must be proactive, reliable, and comfortable working in a fast‑paced environment.
• Driver’s license preferred (for campus visits when needed).

• Hourly Rate: $20–$25/hour, depending on experience.
• Performance‑based growth opportunities for Administrative Supervisor / Operations Manager roles.
• Long‑term development into multi‑campus project management or facilities lead roles.

You are someone who:

• Enjoys coordinating across multiple stakeholders and keeping things organized behind the scenes.
• Takes ownership — when you see a messy vendor log or pending invoice, you want to fix it.
• Likes helping a growing organization run smoother, faster, and smarter.
• Doesn’t need daily supervision; you love making systems more efficient.