Administrative & Expansion Coordinator
Job Title: Administrative & Expansion Coordinator
Location: Cupertino, CA (Headquarters-based)
Work hours： Tue-Sat 30-40hours
Role Overview
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.
Key Responsibilities
1) 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.
2) 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.
3) 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.
Qualifications
- 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).
Compensation & Growth
- 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.
Ideal Candidate Profile
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.
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