R&D Administration Specialist

R&D Administration SpecialistHitachi America, Ltd. ( 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.ResponsibilitiesProvide 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 keepingInvoice processingPurchasing and tracking of R&D office supplies as directed by the labSupport 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 invoicesProvide support to Accounting, Legal, Purchasing, and HR as neededProvide 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 assistanceAdministrative support to senior managers and senior visitorsR&D activities internal/external documents tracking and record keepingFollow up with internal/external requests; obtain signatures, approvals, agreements, NDAs, etc.Provide administrative support to maintain and communicate general R&D and research specific proceduresSupport the operations of the office (cubicle assignments, map updates)Maintain the email distribution listSupport the import/export procedures; create shipmentsQualificationsAt least 3-5 years of experience working as a bilingual Administrative AssistantFluency in Japanese is required (oral & written) and familiarity with Japanese and American culture is a mustKnowledge of PC and Microsoft Office (Word, PowerPoint and Excel) in both English and JapaneseAbility to manage multiple job tasks with competing prioritiesMust be flexible, reliable, and able to easily interact with all levelsStrong problem-solving capabilitiesSuperior interpersonal and communication skillsAbility to work overtime as neededEqual Opportunity Employer (EOE)-Females/Minorities/Protected Veterans/Individuals with DisabilitiesIf you need a reasonable accommodation to apply for a job at Hitachi, please send the nature of request and contact information to Queries other than accommodation requests will not be responded to.