Associate Site Administrator

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, there’s something for everyone to get stuck into. And that’s where you come in.

The Associate Site Administrator at HITACHI RAIL STS S.P.A. will provide essential administrative and operational support at project sites, ensuring efficient workflow, accurate record-keeping, and smooth coordination of site activities. This role is crucial for maintaining organized project documentation, facilitating communication, and supporting the on-site team.

Job Responsibilities:

* Manage and organize project documentation, including drawings, specifications, reports, and correspondence, ensuring all files are current and easily accessible.
* Assist with the preparation and distribution of daily, weekly, and monthly site reports.
* Coordinate logistical arrangements for site personnel, including travel, accommodation, and access passes.
* Maintain site equipment and material inventories, assisting with ordering and tracking as needed.
* Act as a primary point of contact for internal and external stakeholders regarding administrative matters at the site.
* Process invoices, purchase orders, and expense reports in a timely and accurate manner.
* Assist in scheduling meetings, preparing agendas, and taking minutes.
* Support site safety initiatives by maintaining records of safety briefings and incident reports.
* Perform general office duties such as filing, scanning, photocopying, and data entry.
* Contribute to a positive and collaborative working environment on-site.

Job Qualifications:**

* High School Diploma or equivalent; a Bachelor's degree in Business Administration, Project Management, or a related field is a plus.
* Proven experience in an administrative support role, preferably within a construction, engineering, or rail industry environment.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Strong organizational skills with a keen attention to detail.
* Excellent written and verbal communication skills.
* Ability to work independently and as part of a team in a fast-paced environment.
* Demonstrated ability to manage multiple tasks and prioritize effectively.
* Familiarity with document control systems is an advantage.
* Must be able to adapt to changing project requirements and work schedules.