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Senior General Affairs Specialist

Location: Schaumburg, Illinois, United States
Job ID: R0043058
Date Posted: Jan 29, 2024
Segment: Connective Industries
Business Unit: Hitachi High-Technologies
Company Name: HITACHI HIGH-TECH AMERICA, INC.
Profession (Job Category): Administration & Facilities
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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Description

WORK STYLE DESIGNATION: Hybrid (+50% Remote)

WORK STYLE REQUIREMENT: Remote - 3 days / Onsite - 2 days

WORK LOCATION: Schaumburg, IL (CGO)

EXPECTED PAY RANGE: $61,091 - $84,000 annually

This pay range is for the position's base salary only. This position may be eligible for other compensation including incentive pay and/or allowances. Candidates will receive additional information during the interview and selection process.

PRIMARY RESPONSIBILITIES

Manage company programs:

  • The Sr. GA specialist may administer and coordinate one or more of the following company programs.
  • Corporate cell phones – modify and communicate policies and procedures, administer and order cellphones and mobile device plans for employees, manage billing, answer employee questions, and advise management as needed.
  • Corporate leased vehicles and employee car allowance program – modify and communicate policies and procedures, manage billing, answer employee questions, and manage deployment.  Additionally, administer driver safety program, respond to employee accidents, and ensure annual MVD/DMV checks are completed as required.
  • General Insurance - coordinate day-to-day general insurance requirements such as requests for certificates of insurance, claim follow-up, and related items.
  • Rapid Reach system – act as internal expert on the system, coordinate with Risk Management department if needed, facilitate testing and communication distribution.

Building Leases/Building Projects:

  • Monitor leases for renewal and coordinate with the HTA Legal department as needed.
  • Coordinate facility modifications as needed.
  • Verify invoice accuracy and submit for approval for payment.

Facilities:

  • Ensure the timely maintenance of all office building operations and systems, including coordination of maintenance work and janitorial services.
  • Create and maintain facilities procedures as needed.
  • Manage third party security function, if applicable, at assigned location(s), including administration of security badges.
  • Facilitate and oversee emergency repairs, including outside of normal business hours.
  • Respond to alarms as needed.
  • Oversee the work of outside contractors at the property to ensure compliance with contractual agreements, codes, and safety considerations. 
  • Participate in fire warden communication and fire procedures
  • Communicate with business groups as needed to ensure their facilities needs are being met. 
  • Coordinate with EHS and HR as needed to ensure safety needs are being met.

Other - General:

  • Identify and suggest improvement opportunities aimed at efficient and cost-effective delivery of related products and services.
  • Negotiate and partner with third party vendors/suppliers ensuring compliance with related laws/regulations; and security cost effective/efficient delivery of products/services.
  • Process invoices related to GA activity.
  • Coordinate with HTA EHS department and building management regarding safety requirements.
  • May act as local office coordinator with regard to administrative management of phone lists and employee events – dependent on assigned location(s).
  • Acts as a contributing team member within the HRGA department, coordinates with other GA staff.
  • Performs other duties as assigned. Works overtime as required.

EDUCATION, LICENSES, AND/OR CERTIFICATION REQUIREMENTS

  • Bachelor’s Degree or CAP (Certified Administrative Professional (preferred but not required)

EXPERIENCE AND TRAVEL REQUIREMENTS

  • Minimum of 5+ years office and/or building management experience.

SKILLS AND ABILITIES REQUIREMENTS

  • Ability to perform work accurately and thoroughly with attention to detail.
  • Customer service oriented.
  • Excellent verbal/written communication and time management skills.
  • Demonstrate a strong sense of urgency, and customer service.
  • Organization-ability to maintain proper files/records and ability to prioritize tasks and  
  • work.
  • Maintains confidentiality and integrity.
  • Computer Skills: Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) required.

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

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [email protected]

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