Administrative Coordinator, Mandarin speaking

About the role

You will own the full intake-to-ship workflow as the central operational hub for the Oxford site, ensuring seamless daily administration across teams. You will drive operational efficiency by coordinating resources, facilities, and people in alignment with company policies. This role requires you to uphold compliance while proactively solving problems and optimizing processes. You will act as the primary point of contact for both internal teams and external partners across the business. Your efforts will directly support GenScript Biotech's mission to advance biotechnology through meticulous execution. You will manage a diverse portfolio of administrative tasks with a focus on accuracy, timeliness, and reliability.

Key facts

What you'll do

Coordinate and optimize end-to-end administrative processes to ensure the Oxford site operates smoothly and efficiently.

Drive daily office operations to maintain a safe, efficient, and organized environment that supports team productivity.

Arrange office lunches, visitor reception, meeting rooms, and broader hospitality services to facilitate collaboration and engagement.

Manage company vehicles, including overseeing leasing, maintenance, insurance, and related administrative requirements.

Process daily operational invoices and support expense tracking in strict accordance with company procedures and compliance standards.

Oversee office and warehouse maintenance, repairs, and facilities management by liaising with landlords and service providers.

Support office relocation projects and other workplace initiatives to minimize business disruption and ensure continuity.

Liaise with suppliers, contractors, landlords, and external service providers to guarantee timely delivery of high-quality services.

Arrange domestic and international business travel, including flights, accommodation, transportation, visa applications, and documentation.

Maintain accurate administrative records, contracts, and filing systems to ensure information is secure, accessible, and compliant.

Coordinate office supplies, pantry stock, stationery, and other workplace resources to prevent shortages and maintain efficiency.

Support the implementation of new systems or process improvements that enhance administrative effectiveness and scalability.

Provide consistent and professional communication with internal stakeholders to address inquiries and resolve issues promptly.

Ensure all administrative activities adhere to company policies, regulatory requirements, and internal control frameworks.

Act as a flexible support resource to address ad-hoc requests and contribute to special projects or cross-functional initiatives.

Requirements and Qualifications

Hold a Bachelor's degree in Business Administration, Management, or a related discipline as a foundational qualification.

Bring 1-2 years of proven experience in office administration, coordination, or a similar administrative role within a professional setting.

Demonstrate exceptional organizational skills to manage multiple priorities, competing deadlines, and shifting demands effectively.

Show strong attention to detail and a proactive approach to identifying problems and implementing practical solutions.

Possess excellent written and verbal communication skills to convey information clearly and professionally in all interactions.

Show proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook, for daily administrative tasks.

Have experience with travel coordination, facilities management, or event organization, which is considered an advantage for this role.

Be fluent in both English and Mandarin Chinese to communicate effectively with internal and external stakeholders.

Maintain legal right to work in the UK for a minimum of three years and have residence in or near Oxford.

Be able to commit to the required work schedule of 40 hours per week, Monday through Friday, from 9:00 to 17:30.

Understand and comply with GenScript Biotech's policies, procedures, and code of conduct in all administrative activities.

Demonstrate reliability, integrity, and professionalism in handling confidential and sensitive information.

Show willingness to collaborate closely with cross-functional teams in an international and fast-paced environment.

Be prepared for onboarding and training to ensure full understanding of systems, tools, and responsibilities.

Nice to have

Experience in biotechnology, pharmaceutical, or life sciences environments is preferred if available.

Familiarity with laboratory operations or research support functions may be considered an advantage.

Knowledge of compliance and regulatory documentation in a corporate setting is beneficial when applicable.

Experience supporting international travel and complex stakeholder coordination is valued when present.

Practical notes

This role operates on a hybrid schedule with 4 days onsite and 1 day remote.

The working hours are fixed at 40 hours per week, Monday through Friday, from 9:00 to 17:30.

GenScript does not provide sponsorship for work visas for this position.

Applicants must already hold the legal right to work in the UK.

All selected candidates may be subject to a reference check as part of the selection process.