Site Office Administrator Lead

Hitachi • Houston, TX

7d • Onsite

About The Position

Hitachi Particle Engineering and Services, Inc. is seeking an experienced Site Office Administrator Lead to provide administrative and operational support to the Particle Therapy Division Service & Maintenance Organization at the MD Anderson Cancer Center site in Houston, Texas. The role performs the full scope of Site Office Administrator responsibilities and provides daily support to the local Service & Maintenance team, working closely with the Site Service Manager. It also serves 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 processes.

The position supports Houston warehouse and inventory activities, quality and safety documentation, shipping and receiving, purchasing and invoice processing, and site HR-related administration. The role requires consistent daily on-site presence at the hospital and may include local travel to the Houston common warehouse and travel to other U.S. sites based on business needs. The position is direct hire and non-exempt.

Requirements

• Bachelor’s degree or 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, with the 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 the ability to manage multiple priorities independently.
• Strong interpersonal and communication skills and the ability 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 willingness 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 with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Ability to lift and carry 10 pounds infrequently.
• Ability to communicate continuously by speech and hearing, and communicate by telephone and in person.
• Ability to use a personal computer, telephone, and general office equipment; visual acuity for computer use and reading documents; and manual dexterity for keyboard and calculator use.
• Ability to move within an office and warehouse.
• Ability to perform under pressure and tight deadlines; influencing skills; complex English reading and writing and math skills; perception, comprehension, and 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 ability; helpful but not required.
• SAP software experience; helpful but not required.
• Experience in healthcare, medical device, manufacturing, engineering, technical service, or another regulated environment; preferred but not required.

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 in Houston.
• Serve as functional lead for Site Office Administrators by providing day-to-day guidance, training, onboarding support, and assistance with established administrative processes.
• Support Houston common warehouse and inventory activities, including receiving, issuing, transferring, returning, and shipping materials; cycle counts; physical inventory; reconciliation; and discrepancy follow-up.
• Coordinate Site Office Administrator activities, cross-site coverage, administrative follow-up, process consistency, special projects, and implementation of departmental priorities.
• Support Quality Management System and safety activities, including document and record control, calibration records, safety training records, compliance tracking, and other required 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; support shipping, receiving, material movement, and inventory-related administration.
• Process and coordinate non-trade purchases, invoices, payments, and related administrative activities according to company procedures.
• Provide lead support for site HR activities, including onboarding, offboarding, access coordination, and required documentation.
• Perform other duties and special projects as assigned by the Manager, Administration & Procurement.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k)
• Vacation
• Paid sick days
• Other company-sponsored benefits
• Eligibility to participate in Hitachi America’s variable pay program, subject to program conditions and restrictions

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level