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R&D Administration Specialist

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Location: Santa Clara, California, United States
Job ID: R0003075
Date Posted: Sep 27, 2021
Segment: Others (Including Headquarters and R&D )
Business Unit: Hitachi Regional Headquarters
Company Name: Hitachi America, Ltd.
Profession (Job Category): Administration_&_SecretarialAdministration & Facilities
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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R&D Administration Specialist

Company: Hitachi America, Ltd.

Division: R&D Planning Office

Location: Santa Clara, CA

Status: Temp, Full-Time for approximately 9 months


Hitachi America, Ltd. ( is seeking to hire an experienced Administrative Specialist that is bilingual in English and Japanese. The Administrative Specialist will support our R&D team based in Santa Clara, CA. The position will include a broad range of administrative duties in support of the R&D staff, including, but not limited to providing new hire onboarding support, invoice processing and purchasing lab and office supplies. 


  • Provide support for the purchase requisition process (SOW, new vendor setups, request purchase order on SAP, etc.)
  • Payment tracking and record keeping in addition to asset inventory record keeping
  • Invoice processing
  • Purchasing and tracking of R&D office supplies as directed by the lab
  • Support onboarding and termination processes for Employees, Trainees, Interns, Contractors and Temps (laptops, mobile phones, business cards, access badges, IT account setup, etc.)
  • Tracking of contractors and temporary employees work hours and process related invoices
  • Provide support to Accounting, Legal, Purchasing, and HR as needed
  • Provide support for meeting and employee events (conference room reservation, order refreshments/catering, restaurant reservations, R&D event assistances, gift purchasing, etc.)
  • Travel logistics support for senior managers, senior visitors and guests along with travel expense report assistance
  • Administrative support to senior managers and senior visitors
  • R&D activities internal/external documents tracking and record keeping
  • Follow up with internal/external requests; obtain signatures, approvals, agreements, NDAs, etc.
  • Provide administrative support to maintain and communicate general R&D and research specific procedures
  • Support the operations of the office (cubicle assignments, map updates)
  • Maintain the email distribution list
  • Support the import/export procedures; create shipments


  • At least 3-5 years of experience working as a bilingual Administrative Assistant
  • Fluency in Japanese is required (oral & written) and familiarity with Japanese and American culture is a must
  • Knowledge of PC and Microsoft Office (Word, PowerPoint and Excel) in both English and Japanese
  • Ability to manage multiple job tasks with competing priorities
  • Must be flexible, reliable, and able to easily interact with all levels
  • Strong problem-solving capabilities
  • Superior interpersonal and communication skills
  • Ability to work overtime as needed

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 [email protected] Queries other than accommodation requests will not be responded to.

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