Period:        June/2019 - July/2020
Type:        Full-Time working Contract Base
Location:    Hitachi East Asia Ltd. Office

Summary

Hitachi East Asia Ltd. is now looking for a Site Office Administrator to provide daily document control and overall office support to the Site Manager for Hitachi’s Proton Beam Therapy System construction / installation project at HKSH (Hong Kong Sanatorium & Hospital).  The Site Office Administrator will report directly to the Site manager and work closely with and support members of the project team in all facts of the day-to-day operations.

Job Responsibilities

• Assist the Site Manager, Deputy Site Manager and Technical Supervisor in resolving administrative issues.
• Track inventory of and order office supplies.
• Arrange for transportation to and from site as needed.
• Make arrangements for offsite travel and accommodations as required.
• Print and distribute drawings to site personnel if sent electronically.
• Expedite subcontractor’s submittal of documents in accordance with the project schedule.
• Liaise with the Customer and Government officials as it pertains to the project
• Responsible for the project filling system, includes compliance with any contract requirements.
• Document control maintenance:
  • Receive / issue and date stamp all documents received / issued onsite, and coordinate circulation of documents
  • File electronic and hardcopy documentation
  • Track delivery of Vendor required documentation and distribute to the field
  • Save tracking correspondence to Hitachi Internal Correspondence Control System
  • Ensure that the site office has sufficient materials to produce required drawings and other document required by the field
  • Manage, coordinate and assist with all correspondence to/from all project-related contractors
  • Process, track and file documentation for import and export shipments
• Prepare an overall project cost record including change order status issued by the customer or subcontractors.
• Verify and correct if necessary, all charge from subcontractors, vendors, and others
• Prepare and issue monthly cost reports
• Provide support to the site office by performing a variety of tasks sub as: answering office phones, making travel arrangements, meeting/greeting visitors, filing, data entry, maintaining spreadsheet and databases, making photocopies, preparing correspondence and FedEx packages, arranging lunches, booking conference rooms/meeting facilities, coordinating internal and external events, etc.
• Work closely with the Site Manager for the purchasing of office supplies and maintenance of office equipment

Job Requirements / Qualification

• Diploma or above in Business Management or a related discipline
• A minimum of 3 years of experience as an Administrative experience is required.
• Experience in and Administrative Support role in the medical construction field is preferred.
• Knowledge of Japanese and passed the JLPT Level 2 or above.
• Excellent written and oral communication skills
• Organized and detail-oriented with ability to work efficiently and manage multiple tasks.
• Able to follow directions from others.
• Ability to be highly reliable and flexible.
• Ideal candidate must be versatile, diligent and have a great personality who can work in a multicultural team-oriented environment.
• Must have basic knowledge of MS Word, Excel, Powerpoint, Outlook and other MS office software.
• Awareness of the Japanese culture and management style

Hitachi East Asia Ltd. is one of the largest Japan-based multinational organizations. With branches and offices in Shanghai, Beijing, Xian, Chengdu, Shenzhen, Guangzhou and Taipei, we are committed to provide the best products and services of power & industrial systems, information systems, electronic tubes & devices and global procurement within the region of Hong Kong, China and Taiwan.

We are now inviting highly motivated individuals to join our dynamic team to contribute and share our success.