Site Office Administrator

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Site Office Administrator

Company: Hitachi Particle Engineering and Services, Inc.

Division: Particle Therapy Division

Location: Memphis, TN

Status: 6 months Temp to Perm

Summary:

Hitachi Particle Engineering and Services, Inc. is the world's leading commercial supplier of ion linear accelerator systems. We specialize in the development, production, installation and servicing of low-cost compact ion linear accelerators (linacs) using radiofrequency quadrupole (RFQ) linac and drift-tube linac (DTL) technology. Our company is dedicated to using this position of leadership to provide the highest quality and most reliable commercial ion linac systems to meet the needs of customers in medical, industrial, and research applications.

Position Summary:

We are seeking a detail-oriented and experienced Office Administrator to support the Particle Therapy Division (PTD) Service & Maintenance Organization (SMO) at our U.S. site office located within a customer hospital, with additional remote support responsibilities for another U.S. site location. This role plays a critical part in managing day-to-day office operations and spare parts asset logistics, while ensuring compliance with all regulatory and quality standards.

The Site Office Administrator will report directly to the Manager, Administration & Procurement and work closely with the Site Service Managers, providing administrative support to both the local and remote SMO teams.

Responsibilities include but are not limited to:

• Provide comprehensive administrative support to the Service & Maintenance Organization (SMO) staff.

• Coordinate import, export, and domestic shipments for parts and tools entering or leaving the site.

• Support material management, including organization of warehouse inventory and parts shipping/receiving.

• Manage procurement and payment processing for spare parts, consumables, and office supplies.

• Assist with site operations, vendor coordination, and accounting processes.

• Maintain Quality Management System (QMS) compliance by handling QA and engineering documentation in accordance with FDA and OSHA regulations.

• Monitor and update equipment calibration records.

• Support the coordination and tracking of safety trainings and related documentation.

• Maintain organized accounting records as directed by management.

• Assist management in preparing internal reports, documents, and presentations.

• Support Human Resources with onboarding tasks and document control.

• Participate in special projects and initiatives as required.

Basics Qualifications:

• High school diploma or equivalent, post-Secondary education in administration, business, or related field (preferred).

• 3-5 years of experience working as an Administrative Assistant and or inventory management filed.

• Must pass hospital's new employee screening as required and administered by Human Resources.

• Proven ability to take direction well, follow through on assigned tasks, and work cooperatively under supervision.

• Must be reliable, accountable, and able to follow instructions from managers without resistance or defiance.

• Knowledge of office management, company office procedures, and company policies.

• Excellent verbal, written and interpersonal communication skills.

• Friendly professional demeanor and team player.

• Strong organization skills, time management skills and problem-solving skills.

• Ability to build rapport with clients, customers, and SMO site staff.

• High Level of accuracy and attention to detail.

• Ability to multitask and manage multiple projects simultaneously.

• Being able to enjoy working in a diverse multicultural environment.

Technical:

• Proficiency in the Microsoft Office suite of applications-Word, Excel, and PowerPoint

Additional Qualifications:

• Bilingual (Japanese) is not required but helpful.

• SAP software experience is helpful but not required.

PHYSICAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:

Lift and carry 10 pounds infrequently. Communicate by speech and hearing continuously. Communicate by telephone and in person. Use personal computer, telephone, and general office equipment. Visual acuity needed for computer use, and the reading of documents. Manual dexterity needed for keyboard and calculator use. Movement within office and warehouse.

MENTAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:

Ability to perform under pressure and under tight deadlines. Influencing skills. Complex English reading and writing, and math skills. Perception, comprehension, and analysis. Independent judgment and initiative.

Job conditions:

Works alone and with others in a general office environment, and at the hospital warehouse.

Equal Opportunity Employer M/F/D/V

Equal Opportunity Employer (EOE)-Females/Minorities/Protected Veterans/Individuals with Disabilities

If you need a reasonable accommodation to apply for a job at Hitachi, please send the nature of request and contact information to accommodation@hal.hitachi.com. Queries other than accommodation requests will not be responded to.