Office Administrative Assistant (Bilingual in Chinese)

Job Description

Job Description

GENERAL FUNCTION / SUMMARY

The Administrative Assistant is the first point of contact for visitors and callers and plays a key role in maintaining a smooth and professional front office environment. This position is responsible for handling incoming communications, supporting internal teams with clerical and administrative tasks, and assisting with day-to-day office operations. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

MAJOR DUTIES AND RESPONSIBILITIES

• Greet guests with a professional and friendly demeanor, ensuring they are assisted promptly and connected with the appropriate team members.
• Answer incoming phone calls, directing them to the right contacts or taking accurate messages when needed.
• Notify agents, managers, or staff immediately when clients or visitors arrive.
• Enter new client and agent information into internal platforms (e.g., Inbound system) to support follow-ups and data accuracy.
• Input insurance policy details into AI and digital systems, ensuring accuracy and timeliness.
• Scan and save insurance policies and related documents into client folders under the appropriate categories (e.g., New Business).
• Communicate with the Asia team and relevant agents to confirm the status of mailed policies (sent and received).
• Maintain the cleanliness and organization of the front desk and lobby area to ensure a professional appearance at all times.
• Manage conference room reservations; coordinate room usage schedules and communicate availability clearly with coworkers.
• Ensure timely distribution of mail to internal departments and individuals.
• Scan and forward important documents to designated contacts across multiple office locations.
• Assist with outgoing mail or materials, ensuring accurate labeling and delivery.
• Coordinate holding and release of checks, marketing materials, or policy packages as instructed.
• Provide general administrative support to team members and management, including special projects and time-sensitive requests.
• Train and mentor newly hired front desk team members, sharing best practices, office protocols, and system procedures.
• Stay informed on company policies and updates to answer common internal and external questions.

BASIC QUALIFICATIONS

WHO WE ARE

With over 30 years of experience, TransGlobal has grown into the largest Asian-focused, all-in-one financial services platform in the U.S. We offer a comprehensive suite of services-including life and health insurance, annuities, real estate, private lending, tax and estate planning, and investment management-through a network of 30+ branches across 14 states and over 5,000 professional independent agents. Our mission is to deliver trustworthy, customer-centric financial solutions, all in your language and aligned with your goals.

WHY JOIN US

WHAT WE OFFER