Administration Lead — China

We're looking for an Administration Lead to join our team!!

Trading Solutions is a freight forwarder redefining international logistics across 10+ countries. We combine maritime, air and ground operations with real-time visibility and seamless coordination between continents.

As our Administration & Office Setup Lead in China, you will be the first person on the ground — the one who opens the door. You'll lead the full administrative launch of our China operation: from finding and equipping our office to coordinating with local partners and supporting the hiring of our first team. Once we're running, you'll keep the office operating smoothly, manage resources, support Finance and HR, and ensure every process reflects our standards. You own the foundation.

What You'll Do

• Lead the search, negotiation and setup of our office in China — including space selection, furniture, IT equipment and basic services.
• Coordinate with local service providers: employment agencies or EOR partners, accountants, legal advisors, banks and landlords — ensuring we meet all local compliance requirements and can operate without friction.
• Support the recruitment of our China-based team: post job openings on local platforms, screen candidates, schedule interviews across China–Colombia time zones, and coordinate onboarding logistics for each new hire.
• Manage office resources and operations: handle purchasing requests, compare supplier quotes, maintain inventory, oversee mail and package distribution, and ensure the workspace runs efficiently every day.
• Support financial administration: manage petty cash, process minor payments, track and control expenses, and provide accounting support including fapiao handling and local invoicing compliance.
• Provide administrative support to Human Resources and Finance teams in Colombia: prepare documents, maintain records, coordinate payroll inputs and ensure smooth cross-border collaboration.
• Organize travel, accommodation and logistics for staff and leadership — including visits from our Colombia headquarters — so every trip is seamless and productive.
• Maintain accurate administrative records and files, ensure internal policies are applied consistently, and handle all company information with strict confidentiality and professionalism.

Requirements

• Bachelor's degree in Business Administration, Finance, International Business or a related field.
• 3 to 5 years of experience in office administration or operations management, ideally in a foreign company operating in China.
• Proven experience setting up an office or supporting the launch of a new operation from scratch — this is what sets this role apart from a standard administrative assistant.
• Solid working knowledge of local business practices in China: office leases, fapiao and tax invoicing, social insurance and housing fund, and how to work with local suppliers and service providers.
• Hands-on experience supporting recruitment processes: posting jobs, screening resumes, coordinating interviews and managing candidate communication.
• Native-level Mandarin and professional English (B2 or higher), both spoken and written — you'll work daily with our team in Colombia.
• Legal authorization to work in China.
• At least two verifiable professional references from direct supervisors, and willingness to complete a background check.

Nice to Have

• Experience working in logistics, freight forwarding or supply chain companies.
• Familiarity with MS Office advanced functions (especially Excel) and collaboration tools like Google Workspace, WeChat Work or DingTalk.
• Basic Spanish or willingness to learn.
• Experience coordinating across multiple time zones and supporting international teams.

📍 Shenzhen (On-site) 💰 Negotiable

📬 Does this sound like you? Send your CV to [email protected]

Subject: Administration & Office Setup Lead – Your Name

Know someone who's a perfect fit? Tag them or share this post — you might open a great door for them! 🙌

#AdministrationChina #OfficeSetup #FreightForwarding #InternationalLogistics #Shenzhen #NowHiring #TradingSolutions #ChinaOperations