Freshine Products Inc. (dba Wavytalk)

Compensation

Full Description

Office Administrative Assistant (Mandarin & English) Overview: The Office Administrative Assistant serves as the operational backbone of Wavytalk's day-to-day business functions, ensuring seamless office operations, efficient financial processes, and exceptional administrative support across all teams. This role is critical to maintaining a productive, organized, and welcoming workplace environment while supporting the company's rapid growth. As Office Administrative Assistant, you'll be a versatile problem-solver and trusted partner to leadership, managing everything from office logistics and vendor relationships to finance coordination and event support. You'll touch every aspect of the business—from ensuring the office/studio is presentation-ready for client visits, to coordinating complex travel arrangements, to supporting brand activations and team events. This position requires someone who thrives in a fast-paced environment, can juggle multiple priorities with grace, and takes pride in keeping operations running smoothly behind the scenes. This role will report directly to the HR & Office Manager. Office Management & Operations: • Oversee daily office operations including supplies, equipment maintenance, and vendor coordination • Manage building relationships and coordinate with external service providers for repairs and office needs • Process invoices, track expenses, and support budget management • Schedule and organize meetings, manage conference room calendars, and ensure proper room setup • Implement and maintain office policies to enhance operational efficiency • Handle incoming mails, shipments, and UPS package pickups/deliveries • Support the management of office inventory of hair tool products and branded merchandise • Collaborate with HR & Office Manager of cleanliness and organization of office spaces and studios • Ensure studio and workspace areas remain tidy, functional, and presentation-ready Finance & Procurement Support: • Log invoices in internal system for efficient finance team processing • Serve as liaison between US team and HQ finance team for invoice inquiries and payment coordination • Assist in Retail and Sales department in terms of invoice submitting and payment coordination. • Maintain comprehensive records of purchase orders, invoices, and payment documentation • Follow up on vendor payments and resolve invoice discrepancies • Assist with monthly budget reconciliation and expense report compilation HR Administrative Support: • Prepare new hire documentation/credentials · Manage onboarding logistics including workspace setup and equipment distribution · Purchase and maintain stock of office snacks and beverages for team, purchase employee birthday gifts • Plan and coordinate employee training sessions and team-building activities • Coordinate employee training sessions and team-building activities Event & Brand Support: • Collaborate with the US team on company events and activities • Manage photo/video shoot logistics including scheduling and location coordination • Support purchasing props, styling tools, and content creation materials • Coordinate product sample orders and shipments to the HQ team Executive & Administrative Support: • Support purchasing of US team travel, prepare itineraries and submit expenses • Handle confidential information with discretion Required Qualifications · Fluency in both Mandarin and English (written and verbal) Your Mandarin skills will be used on the job to communicate with Mandarin-speaking Global team counterparts, while your English language skills will be used primarily for communicating with other employees at Wavytalk. As with most internal business at Wavytalk, the job application and interview process for this role will be conducted primarily in English. Attitude & Work Style: · Detail-oriented with strong interpersonal and communication skills · Proactive and creative – takes initiative and suggests process improvements · Critical thinker who anticipates needs and solves problems independently · Bold yet down-to-earth attitude – tackles any task with enthusiasm · Integrity and honesty – handle sensitive information with utmost discretion Office Operations & Administration: · 1-2 years of office administration or HR coordination experience · Highly tech-savvy: proficient in Google Workspace, Slack, and quick to master new systems · Experience with meeting scheduling and expense management software · Experience managing budgets and financial documentation · Meticulous about maintaining organized files and completing tasks with no reminders Preferred Requirements • Experience working for beauty brand or • Experience with event coordination or vendor management preferred • Experience in HR coordination functions Pay: $60,000.00 - $70,000.00 per year Benefits: • 401(k) • Dental insurance • Health insurance • Paid time off • Vision insurance Work Location: Hybrid remote in New York, NY 10003