Site Office Administrator Lead

Job Description

Site Office Administrator Lead

Company: Hitachi Particle Engineering and Services, Inc.

Division: Particle Therapy Division

Location: Houston, TX

Status: Direct Hire (non-exempt)

The Company

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. HPES is located in Pleasanton, CA as well as 5 Service Maintenance sites – Mayo Clinic Rochester, MN, Mayo Clinic, Phoenix, AZ, MD Anderson, Houston, TX, St. Jude’s Children Hospital, Memphis, TN and John Hopkins Medical, Washington, DC.

Summary:

We are seeking an experienced Site Office Administrator Lead to provide administrative and operational support Particle Therapy Division (PTD) Service & Maintenance Organization (SMO) at our customer hospital site in Houston, TX. Reporting directly to the Manager, Administration & Procurement, this position serves as the functional lead for Site Office Administrators while providing daily support to the local Service & Maintenance team and working closely with the Site Service Manager.

Responsibilities include but are not limited to:

• Perform the full scope of Site Office Administrator (SOA) responsibilities and provide daily administrative and operational support to the Service & Maintenance Organization (SMO) at the MD Anderson Cancer Center Hospital Site in Houston, TX.

• Serve as the functional Lead for Site Office Administrators under the direction of the Manager, Administration & Procurement, providing day-to-day guidance, training, onboarding support, and assistance with established administrative processes.
• Support the Manager, Administration & Procurement with Houston common warehouse and inventory activities, including receiving, issuing, transferring, returning and shipping materials, as well as cycle counts, physical inventory, reconciliation, and discrepancy follow-up.
• Support the Manager with coordination of SOA activities, cross-site coverage, administrative follow-up, process consistency, special projects, and implementation of departmental priorities.

• Provide comprehensive support for Quality Assurance System (QMS), and Safety activities, including document and record control, calibration records, safety training records, compliance tracking, and other required administrative documentation.

• Maintain a working knowledge of applicable QMS, FDA, OSHA, company safety, and regulatory requirements related to Service & Maintenance operations.

• Coordinate import, export, and domestic shipments of parts, tools, equipment, and company assets, and support shipping, receiving, material movement, and inventory-related administrative activities as required.

• Process and coordinate non-trade purchases, invoices, payments, and related administrative activities in accordance with company procedures.

• Provide leading support HR-related site activities, including onboarding, offboarding, access coordination, and required documentation.

• Perform other duties and special projects as assigned by the Manager, Administration & Procurement.
  

Required Qualifications:

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Ability to successfully meet and maintain all customer hospital site-access requirements, including required background checks, health screenings, and drug screening requirements, as applicable.
• Several years of progressively responsible administrative, operations, logistics, technical service, or related experience; prior lead or senior-level administrative experience preferred.
• Experience working in a structured or regulated environment where accurate recordkeeping, documentation, established procedures, and timely completion of required activities are important.
• Strong understanding of document and record control, with demonstrated ability to maintain accurate, complete, organized, current, and readily retrievable records.
• Experience supporting compliance-related activities such as training records, equipment or calibration records, inspections, audits, safety documentation, quality records, or similar controlled documentation preferred.
• Ability to understand and consistently follow established policies, procedures, work instructions, and documentation requirements.
• Strong attention to detail with the ability to identify missing, inaccurate, incomplete, or overdue information and ensure appropriate follow-up.
• Demonstrated ability to provide functional guidance, training, and support to team members while working effectively under the direction of the Manager, Administration & Procurement.
• Strong organizational, time-management, problem-solving, and follow-through skills with the ability to manage multiple priorities independently.
• Strong interpersonal and communication skills with the ability to work professionally and diplomatically with employees, management, customers, vendors, and cross-functional teams.
• Experience with shipping, receiving, logistics, inventory administration, or warehouse support is preferred.
• Ability to travel locally as needed to support the Houston common warehouse and openness to travel to other U.S. site locations based on business needs.
• Being able to enjoy working in a diverse multicultural environment.
• Ability and willingness to work on-site at MD Anderson Cancer Center location on a daily basis, as this role requires consistent on-site presence and is not a remote position.
• Proficiency in the Microsoft Office suite of applications—Word, Excel, and PowerPoint
  

Preferred Qualifications:

• Bilingual (Japanese) is not required but helpful.
• SAP software experience is helpful but not required.
• Experience in healthcare, medical device, manufacturing, engineering, technical service, or another regulated environment is preferred 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. 

Our Values

We are proud to say we are an equal opportunity employer and welcome all applicants for employment without attention to any factor that doesn’t impact your ability to do the job, including race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. We are proud of Japanese heritage, with our values expressed through the Hitachi Spirit:

Wa – Harmony, Trust, Respect

Makoto – Sincerity, Fairness, Honesty

Kaitakusha-Seishin – Pioneering Spirit, Challenge

For California only (as required by California’s Pay Transparency for Pay Equity Act (SB 1162): A good faith estimate of the expected hourly rate for this position in our California office salary range that the employer reasonably expects to pay for the position upon hire is $27-29/hr per hour. Pay is determined based on a variety of factors including, but not limited to, depth of experience in the practice area. Employees are eligible to participate in Hitachi America’s variable pay program, subject to the program’s conditions and restrictions. Benefits include medical, dental, vision, 401(k), vacation, paid sick days and other company-sponsored benefits. Applications are accepted on an ongoing basis.

Equal Employment Opportunity (EEO)-Females/Minorities/Protected Veterans/Individuals with Disabilities

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Use of Al and automated tools in recruitment

As part of our recruitment process, Hitachi Energy uses digital and automated tools, including Al-supported solutions, to assist with activities such as application screening, job matching, and interview scheduling. These tools are designed to support our recruiters and do not replace human decision-making. Candidate data is processed in accordance with applicable data protection and employment laws as well as Hitachis Global Data Privacy Notice.