Administrative & Growth Coordinator

Job Title: Administrative & Growth Coordinator 
Location: San Jose, 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.