Administrative Specialist | Xmiles Last Mile Delivery（ Sponsor H1B)

Company Overview
Xmiles is a U.S.-based logistics company specializing in Last Mile Delivery services. The company provides efficient, reliable, and scalable delivery solutions for cross-border e-commerce sellers, platform merchants, and brand clients. Xmiles operates warehouses and operational hubs across multiple major U.S. logistics markets and maintains a nationwide trucking network, offering end-to-end last-mile logistics solutions from warehousing and dispatch to final delivery.

Due to continued business growth, we are hiring an Administrative Specialist to support daily administrative operations and provide cross-warehouse administrative coordination. This role works closely with headquarters and regional operations teams to ensure smooth and consistent execution of administrative processes.

Work Location
11010 Juniper Ave, Fontana, CA

Key Responsibilities

• Handle daily administrative tasks and maintain close communication with company management, regional warehouse administrative staff, and operations teams to support efficient administrative operations across locations.
• Manage company-owned and leased vehicles, including but not limited to annual renewal of commercial auto insurance, coordination of forklift leasing with service providers, annual collection and submission of driver information, and vehicle-related claims handling and tracking.
• Review and audit monthly administrative procurement reports, including compliance review of purchase approval processes, verification of procurement records, reconciliation of receipts with actual purchase records, and coordination with Finance and regional administrative staff to follow up on missing receipts.
• Coordinate equipment and facility maintenance and repairs across multiple warehouse locations in California, New Jersey, and Houston, including preliminary review of repair quotations, invoice verification based on maintenance request records, approval notification for system entry, dispute communication when invoices are not approved, collection of quotes for new equipment purchases, and preliminary compliance review of contracts.
• Serve as the primary administrative liaison between headquarters and regional warehouses to ensure consistent communication, aligned processes, and effective execution.
• Support headquarters administration with vendor price comparisons, supplier evaluations, and negotiation preparation, including documentation, quote comparisons, and follow-ups.
• Maintain daily communication with property management companies regarding leases, maintenance, and related administrative matters.
• Manage warehouse utility accounts such as water, electricity, gas, and internet, including account setup, closure, and accurate record maintenance.
• Participate in and coordinate warehouse exits, new warehouse onboarding, and sublease transitions, working closely with internal teams and external partners.
• Assist headquarters administration with annual holiday gift purchasing and coordination.
• Support the planning and coordination of company-wide events and key initiatives, including trade show and event registrations, company team-building travel arrangements, and annual meeting and large-scale event planning support.
• Complete other duties as assigned based on business needs.
• Be available for short-term business travel to support on-site warehouse coordination and collaboration.

Qualifications

• Approximately one year or more of administrative work experience.
• Proficiency in Microsoft Office and Google Workspace.
• Fluent in both English and Chinese, with the ability to communicate directly with mechanics regarding equipment-related issues.
• Strong teamwork mindset and cross-location communication skills.
• Ability to manage multiple tasks simultaneously.
• Capable of working independently while collaborating effectively with a team.
• Willing to travel between office and warehouse locations multiple times within a workday.
• Legally authorized to work and able to file taxes in the United States.
• Willing to participate in initial warehouse rotation training to gain hands-on understanding of warehouse administrative operations.

Compensation and Benefits
Employment Type: Full-time / Hourly
Compensation: $45,000–$65,000 annually ($20–31 per hour)
Employment Structure: Initially hired through a staffing agency with flexible sponsorship and benefits options. The employee will work closely with the company team, and high performers may transition to company payroll after approximately three months.

We offer a relaxed and collaborative work environment with supportive colleagues. Benefits include company trips, team meals, and holiday gifts. We look forward to welcoming a new team member to join us.