Site Office Administrator Lead

Hitachi•Houston, TX

9d•Onsite

About The Position

Hitachi Particle Engineering and Services, Inc., part of the Particle Therapy Division, is seeking a Site Office Administrator Lead to provide administrative and operational support to its Service & Maintenance Organization at the MD Anderson Cancer Center site in Houston, Texas. The role is the functional lead for Site Office Administrators and provides daily support to the local Service & Maintenance team, working closely with the Site Service Manager. It reports directly to the Manager, Administration & Procurement. The position performs the full scope of Site Office Administrator responsibilities and supports warehouse and inventory operations, administrative coordination across sites, quality and safety documentation, shipping and receiving, purchasing and invoice processing, and site-related HR activities. The role requires consistent on-site presence at MD Anderson and may involve local travel to the Houston common warehouse and travel to other U.S. sites as business needs require. This is a direct-hire, non-exempt position.

Requirements

Bachelor’s degree or an equivalent combination of education and relevant experience.
Ability to meet and maintain customer hospital site-access requirements, including applicable background checks, health screenings, and drug screening requirements.
Several years of progressively responsible administrative, operations, logistics, technical service, or related experience.
Experience 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 and ability to maintain accurate, complete, organized, current, and readily retrievable records.
Ability to understand and consistently follow established policies, procedures, work instructions, and documentation requirements.
Strong attention to detail and ability to identify missing, inaccurate, incomplete, or overdue information and ensure appropriate follow-up.
Ability to provide functional guidance, training, and support to team members while working under the direction of the Manager, Administration & Procurement.
Strong organizational, time-management, problem-solving, and follow-through skills, with ability to manage multiple priorities independently.
Strong interpersonal and communication skills to work professionally and diplomatically with employees, management, customers, vendors, and cross-functional teams.
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.
Ability to work in a diverse multicultural environment.
Ability and willingness to work on-site at MD Anderson Cancer Center daily; this is not a remote position.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Ability to lift and carry 10 pounds infrequently; communicate continuously by speech and hearing and by telephone and in person; use a personal computer, telephone, and general office equipment; read documents and use a computer; use keyboard and calculator; and move within the office and warehouse.
Ability to perform under pressure and tight deadlines; influencing skills; complex English reading and writing and math skills; perception, comprehension, analysis, independent judgment, and initiative.

Nice To Haves

Prior lead- or senior-level administrative experience.
Experience supporting compliance activities such as training records, equipment or calibration records, inspections, audits, safety documentation, quality records, or similar controlled documentation.
Experience with shipping, receiving, logistics, inventory administration, or warehouse support.
Bilingual Japanese language skills.
SAP software experience.
Experience in healthcare, medical device, manufacturing, engineering, technical service, or another regulated environment.

Responsibilities

Perform the full scope of Site Office Administrator responsibilities and provide daily administrative and operational support to the Service & Maintenance Organization at the MD Anderson Cancer Center site.
Serve as functional lead for Site Office Administrators, providing day-to-day guidance, training, onboarding support, and assistance with established administrative processes under the direction of the Manager, Administration & Procurement.
Support Houston common warehouse and inventory activities, including receiving, issuing, transferring, returning, and shipping materials; cycle counts; physical inventory; reconciliation; and discrepancy follow-up.
Support coordination of Site Office Administrator activities, cross-site coverage, administrative follow-up, process consistency, special projects, and departmental priorities.
Support Quality Assurance System and safety activities, including document and record control, calibration records, safety training records, compliance tracking, and other required administrative documentation.
Maintain 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 administration.
Process and coordinate non-trade purchases, invoices, payments, and related administrative activities in accordance with company procedures.
Lead support for site HR activities, including onboarding, offboarding, access coordination, and required documentation.
Perform other duties and special projects assigned by the Manager, Administration & Procurement.