R&D Administration Specialist

hitachi; Santa Clara (CA); On-site; USD 58,000 - 72,000; Full time

Job summary

Hitachi America, Ltd. is seeking a bilingual Administrative Specialist to support our R&D Planning Office in Santa Clara, CA. The role involves onboarding, purchasing, invoice processing, and supplies management for the R&D team.

You will assist with travel logistics, meetings, and events, and help maintain internal procedures and documentation. This temporary full-time position lasts about 9 months and requires strong communication across English and Japanese.

Qualifications

• Bilingual Administrative Assistant with 3–5 years experience.
• Fluency in Japanese required (oral & written) and cross-cultural familiarity.
• Proficient in MS Word, PowerPoint, and Excel in English and Japanese.

Responsibilities

• Support procurement and vendor processes (SOW, SAP PO).
• Manage onboarding & termination processes for staff and temps.
• Process invoices and track payments; maintain asset inventory.
• Coordinate meeting logistics, events, and travel for senior staff.
• Maintain R&D documentation and procedures; manage sign-offs and NDAs.
• Support office operations (cubicle assignments, maps, email lists).
• Assist Accounting, HR, Legal, and Purchasing as needed.

Skills

Bilingual Admin Support

Japanese Fluency (oral & written)

MS Office Proficiency (EN/JP)

Multitasking & Priority Management

Interpersonal & Communication Skills

Tools

Microsoft Office

Job description

Location: Santa Clara, California, United States

Job ID: R0003075

Date Posted: 2021-06-18-07:00

Company Name: Hitachi America, Ltd.

Profession (Job Category): Administration & Facilities

Job Schedule: Full time

Remote: No

Job Description

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

Summary

Hitachi America, Ltd. (www.hitachi-america.us) 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.

Responsibilities

• 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

Qualifications

• 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 [e-mail]. Queries other than accommodation requests will not be responded to.