Site Office Administrator

Location:

(HPES) MCA - Mayo Clinic, Phoenix, AZ

Job ID:

R0068599

Date Posted:

2024-12-03

Company Name:

HITACHI AMERICA, LTD.

Profession (Job Category):

Administration & Facilities

Job Schedule: 

Full time

Remote:

No

Job Description:

Site Office Administrator

Company: Hitachi Particle Engineering and Services, Inc.

Division: Particle Therapy Division

Location: Phoenix, AZ

Status: 6+ months temp to hire

Summary:

Hitachi Particle Engineering and Services, Inc. (HPES) provides service and maintenance operations to Particle Therapy systems. Accsys Technologies, a division of HPES designs and manufactures ion RF LINAC systems (radio frequency linear accelerator), which are used in Particle Beam Therapy systems and R&D applications. Hitachi Particle Engineering and Services, Inc. is a Hitachi Group Company.

Position Summary:

We are seeking an experienced Office Administrator to provide overall office support to the Particle Therapy Division (PTD) Service & Maintenance Organization (SMO) office in Phoenix, AZ located at our customer hospital site. The Site Office Administrator will report directly to the Manager, Administration & Procurement, as well as work closely with the Site Service Manager. This position will also provide daily support to the Service & Maintenance team at the HPES hospital office site.

Responsibilities include but are not limited to:

• Support the Service & Maintenance Organization (SMO) Staff with administrative related activities as needed.

• Import, Export, and domestic shipment coordination for parts/tools coming in and out from site.

• Provide support to material management, including warehouse organization of spare parts shipping and receiving, as well as end-of-term inventory reconciliations.

• Being able to understand the general accounting concept for inventory management.

• Process orders and payments to vendors for spare parts, consumables, and office supplies.

• Provide coordination and support for the site operation and accounting processes.

• Understand the importance of Quality Assurance, FDA and OSHA regulations and provide QA and engineering document controls required by QMS (Quality Management System).

• Control and update equipment calibration records.

• Support coordination of safety trainings and record keeping as required by the company.

• Maintain accounting documents as directed by the management.

• Assist SMO management in preparing documents and presentations asneeded.

• Assist with special projects as required.

• Support HPES HR with onboarding and document control as needed.

• Handle and protect personal confidential information.

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.

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

• 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

• 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 calc