Admin Specialist/Lead

Job Description

The Role

As an Admin Specialist/Lead, you’ll be the operational backbone of our international footprint. You’ll own the day-to-day running of our offices across regions, drive cross-border communications, orchestrate company-wide events, and shape the employee experience for a distributed team. This is a hands-on individual contributor role with significant scope and direct exposure to leadership.

What You’ll Own

1. Global Workplace Operations

• Manage end-to-end facility operations across all offices: lease management, office moves, renovations, daily upkeep.
• Own relationships with landlords, property managers, building vendors, and service providers across regions.
• Manage office budgets, procurement, and cost optimization across locations.
• Ensure compliance with local workplace regulations, safety standards, and insurance requirements.
• Coordinate IT and facilities integration for new office setups and expansions.

2. International Communications & Coordination

• Serve as the central coordination point between regional offices, time zones, and HQ.
• Facilitate clear, timely information flow across regions (announcements, policy rollouts, operational updates).
• Support leadership with cross-border scheduling, travel coordination, and internal communications.
• Translate and adapt company-wide initiatives for local cultural contexts.

3. Company Events & Engagement

• Plan and execute company-wide events: include but not limited to all-hands meetings, annual offsites, team-building activities, milestone celebrations, holiday events.
• Lead the event calendar end-to-end: budgeting, vendor sourcing, logistics, on-site execution.
• Partner with HR and leadership on culture-building initiatives across regions.
• Evaluate event ROI and continuously improve the experience.

4. Employee Experience

• Design and improve the end-to-end employee journey: from first-day setup and onboarding logistics to ongoing workspace needs.
• Act as a trusted point of contact for employees on admin, facility, and workplace questions.
• Drive initiatives that improve employee satisfaction, well-being, and sense of belonging.
• Gather employee feedback on workplace and admin services, and turn insights into action.

5. Vendors, Procurement & Tools

• Manage admin vendor portfolio globally: sourcing, contract negotiation, performance reviews.
• Own admin-related tools and systems (asset management, office access, travel & expense platforms).
• Establish admin SOPs and playbooks that scale across regions.

Requirements

Must-have

• At least 5+ years of experience in admin, workplace, or operations roles, with at least 1 year covering multiple offices or regions.
• Proven track record managing office operations, vendor relationships, and budgets across countries.
• Strong project management skills
• Native or fluent Mandarin Chinese; excellent written and spoken English (working language for cross-border coordination);
• Comfortable working across time zones and cultures; high cross-cultural sensitivity.
• Self-starter who thrives with ambiguity and owns outcomes end-to-end.
• Based in Shanghai.

Nice to have

• Experience in a fast-growing tech / startup environment.
• Hands-on experience with tools like Notion, Slack / Feishu Lark, expense management, and asset management systems.
• Exposure to basic HR operations (onboarding logistics, employee insurance coordination).

What You’ll Get

• Direct ownership of our global workplace and employee experience strategy.
• High visibility with the leadership team.
• A culture that values speed, ownership, and care for our people.
• Competitive compensation and benefits.

About AI Rudder

AI Rudder is an AI product company transforming how business communicate to their customers.

We launched in 2019 with one of the world’s first enterprise-grade AI voice agents: built to hold real, intelligent conversations, not just play back scripts. Today, we serve over 500 enterprises across 20+ countries, processing 50 million calls every day and having delivered more than 8 billion calls to date. Our customers range from fast-growing startups to large enterprises.

When AI talks to people, it has to feel human. That’s what we build.

How We Work

AI-first: AI isn’t a tool we reach for. It’s the default we start from. Every team, every workflow: AI-first.

Global Collaboration: We operate globally and work as one team. Distance is a logistics problem, not a cultural one. We build the habits that make distributed teams actually work

Communication Principle: Simple, Trust, Transparent. We remove unnecessary complexity so people can focus on what matters most.

What We Offer

• Learning & Development: Continuous learning through real projects, knowledge sharing session, mentorship, and cross-functional collaboration.
• Performance Recognition: Regular performance reviews, feedback, and opportunities for career progression.
• Global Exposure: Collaborate with international teams, global rotations, and work with global enterprise customers.
• Meaningful Impact: Build AI solutions that create real value for businesses around the world.
• Ownership & Autonomy: Freedom to take initiative and drive outcomes.
• Team Engagement: Team Building, Local & Global Gatherings & Local Events Celebration

AI Rudder is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants.