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Administrative & Expansion Coordinator
Administrative & Expansion CoordinatorThink Academy • Cupertino, CA, US
Administrative & Expansion Coordinator

Administrative & Expansion Coordinator

Think Academy • Cupertino, CA, US
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Administrative & Expansion Coordinator

Job Title : Administrative & Expansion Coordinator Location : Cupertino, 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 13 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.
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    Administrative Coordinator • Cupertino, CA, US