Warehouse Administrative Coordinator (Bilingual English/Mandarin Preferred)

Warehouse Administrative Coordinator (Bilingual English/Mandarin Preferred)Location: Ontario, CA 91762Employment Type: Full-time, On-siteCompensation: $4,000 - $5,000 per month + performance bonusAbout the RoleWe are looking for a high-ownership, detail-oriented, and collaborative Warehouse Administrative Coordinator to support day-to-day administrative operations at our warehouse facility.This role is not just general office support. This person will serve as an administrative control point for the site by keeping records current, coordinating vendors, supporting safety and compliance documentation, maintaining facility readiness, and making sure important follow-ups do not get dropped.The right candidate is organized, dependable, calm under pressure, and able to work effectively with warehouse staff, office teams, vendors, and management.Key Responsibilities1) Warehouse Administrative & Office SupportManage office and warehouse administrative tasks to support smooth daily operationsMaintain inventory of office and facility supplies, including water, snacks, cleaning items, and operational materialsKeep shared office and administrative areas clean, organized, and functionalTrack open requests, follow up on pending items, and ensure issues are closed out in a timely mannerSupport document filing, recordkeeping, and internal administrative coordination2) Facility & Equipment CoordinationCoordinate repairs and maintenance for warehouse and office needs, including locks, lighting, internet, signage, and basic facility issuesTrack maintenance schedules and service records for equipment such as forklifts, packing stations, printers, and related warehouse toolsFollow up with service providers and vendors to ensure work is completed correctly and on timeEscalate unresolved or urgent facility issues quickly and clearly3) Safety & Compliance SupportMaintain safety-related records, inspection logs, and workplace documentationHelp track OSHA-related requirements, safety supplies, first aid kits, fire extinguishers, exit signs, and other safety itemsSupport incident documentation and follow-upHelp ensure the facility remains organized and audit-ready from an administrative standpoint4) Vendor & Service Provider CoordinationCoordinate routine vendors and service providers, including cleaning, waste, pest control, maintenance, telecom, and other site servicesSchedule appointments, track service completion, and maintain vendor recordsMonitor service quality and communicate issues promptly when expectations are not met5) Insurance, Documentation & Risk SupportHelp maintain COIs, insurance-related files, and required vendor documentationSupport documentation for warehouse-related claims or incidents when neededKeep key administrative records accurate, current, and easy to retrieve6) Onboarding & Operations SupportSupport new hire onboarding logistics, including workspace setup, supplies, badges, and basic site readinessAssist with attendance/logistics coordination and operational administrative support during peak periodsWork cross-functionally with warehouse operations, management, and support teams as neededWhat Success Looks LikeWithin the first 90 days, this person should be able to:Keep key administrative logs and records accurate and up to dateReduce missed follow-ups, supply gaps, and unresolved admin issuesMaintain organized vendor coordination and service trackingSupport a cleaner, more orderly, and more reliable warehouse administrative environmentIdentify small issues early before they become larger operational problemsQualifications2+ years of administrative, coordinator, or office support experience in a warehouse, logistics, manufacturing, distribution, or similar operational environmentStrong organizational skills and ability to manage multiple priorities without dropping detailsStrong follow-through and sense of ownershipClear communication skills and professional coordination styleAble to work effectively with warehouse staff, office teams, and outside vendorsProficient in Microsoft Office and/or Google WorkspaceComfortable working on-site in a warehouse environmentMandarin Chinese strongly preferredBilingual English/Mandarin is a strong plusPreferredExperience supporting warehouse operations, facility coordination, safety documentation, or vendor managementExperience maintaining logs, trackers, onboarding checklists, or administrative process documentationExperience in a fast-paced logistics or fulfillment environmentApplication Question(s):Describe your experience supporting a warehouse, logistics, manufacturing, or distribution site. What types of administrative responsibilities did you personally own?Give an example of a time you caught or resolved an issue before it became a bigger operational problem. What was the issue, what action did you take, and what was the result?This role requires managing multiple open items at once, such as supplies, vendor follow-up, maintenance, and documentation. How do you organize your work so that nothing gets dropped?Describe a situation where you had to work with both internal staff and outside vendors to solve a problem. How did you communicate and follow through?Experience:administrative, coordinator, or office support: 1+ years (Required)Language:Mandarin (Required)Ability to Commute:Ontario, CA 91762 (Required)Work Location: In person