Administration & Office Setup Lead – Shenzhen

About the role

Trading Solutions is launching its China operation and needs a proactive Administration Lead to establish the office from the ground up. You will be the first point of contact on site, responsible for setting up the workspace, coordinating local partners, and supporting the initial hiring wave.

Key responsibilities

• Search, negotiate and set up office space, furniture, IT equipment and basic services in Shenzhen.
• Coordinate with local service providers such as employment agencies/EOR partners, accountants, legal advisors, banks and landlords to ensure compliance.
• Support recruitment by posting jobs on local platforms, screening candidates, scheduling cross‑time‑zone interviews and handling onboarding logistics.
• Manage daily office operations, purchasing requests, supplier quotes, inventory, mail and package distribution.
• Handle petty cash, minor payments, expense tracking and provide accounting support including fapiao processing and local invoicing.
• Assist HR and Finance teams in Colombia with document preparation, record keeping, payroll inputs and cross‑border collaboration.
• Organise travel, accommodation and logistics for staff and leadership visits from the headquarters.
• Maintain accurate administrative records, enforce internal policies and protect confidential information.

Required profile

• Bachelor’s degree in Business Administration, Finance, International Business or related field.
• 3–5 years of office administration or operations management experience, preferably in a foreign company operating in China.
• Proven experience setting up a new office or launching operations from scratch.
• Strong knowledge of Chinese business practices (office leases, fapiao, tax invoicing, social insurance, housing fund).
• Hands‑on recruitment support experience.
• Native‑level Mandarin and professional English (B2 or higher).
• Legal authorization to work in China and at least two professional references.

Required skills

• Microsoft Excel (advanced functions)
• Google Workspace
• WeChat Work
• DingTalk