Manager, Facilities & General Affairs

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HITACHI HIGH-TECH AMERICA, INC.

POSITION DESCRIPTION

POSITION TITLE:                            Manager, Facilities & General Affairs       DIV/DEPARTMENT NAME:    (HTA) Corporate CSR/GA

REPORTS TO:                                  General Manager, Corporate Services, IT & Sustainability

POSITION STATUS:                        Full-Time

WORK LOCATION:                          (HTA) NCP (Hillsboro, OR)

WORK STYLE DESIGNATION:      Onsite

WORK STYLE REQUIREMENT:     Onsite

FLSA STATUS :                               Exempt

TRAVEL REQUIRED:                       Up to 30%

POSITIONS SUPERVISED:            Three (3)

EXPECTED PAY RANGE: $110,089 to $151,372 Annually

The pay ranges listed above are for each position’s base pay only.  This position may be eligible for other compensation including incentive pay and/or allowances.  Candidates will receive additional information during the interview and selection process.

POSITION SUMMARY

The position provides leadership and operational ownership of General Affairs (GA) functions across HTA, including facilities and workplace operations, building leases and capital projects, fleet management, mobile device programs, general insurance administration, security and janitorial services, and related corporate support activities.

This role is responsible for leading and developing the General Affairs team, establishing priorities, assigning work, managing workloads, setting performance expectations, and ensuring consistent, high-quality service delivery across supported locations. The position requires a strong people leader who can balance strategic planning with hands-on operational management while building a culture of accountability, collaboration, customer service, innovation, and continuous improvement.

The position serves as a key business partner to management and works closely with internal departments, Legal, vendors, contractors, landlords, and other external partners. While the role has company-wide responsibilities, it serves as the primary General Affairs and facilities leadership contact for the Oregon location.

A key expectation of the role is to continually evaluate how General Affairs services are delivered, identifying opportunities to improve processes, leverage technology and automation, optimize costs, strengthen controls, and enhance the employee and workplace experience.

PRIMARY RESPONSIBILITIES

Leadership and Team Management:

·       Provide leadership and direction to General Affairs staff, establishing clear responsibilities, priorities, service expectations, and performance standards.

·       Assign and prioritize work, manage team workloads and resources, and ensure consistent service delivery across supported locations and functions.

·       Coach, mentor, and develop employees to strengthen capabilities, encourage professional growth, and build organizational depth and succession readiness.

·       Establish individual and team objectives, monitor performance, provide timely feedback, and manage employee performance in accordance with company policies and management practices.

·       Foster a culture of accountability, teamwork, responsiveness, innovation, and continuous improvement.

·       Partner with management and internal business groups to understand evolving business requirements and align GA resources and services with organizational priorities.

Building Leases, Workplace Planning & Capital Projects:

·       Own and manage the General Affairs aspects of the company’s building lease portfolio, including lease administration, service and maintenance agreements, and coordination with Legal and other stakeholders.

·       Lead facility projects from initial business requirements and planning through design, construction, commissioning, and employee move-in.

·       Coordinate space planning, workplace layouts, facility modifications, expansions, schedules, budgets, and related project requirements.

·       Develop and review project cost estimates, budgets, invoices, schedules, specifications, contracts, subcontracts, and related documentation.

·       Manage project scope, cost, schedule, risks, vendors, and stakeholder communication to support successful project execution.

·       Establish and maintain effective relationships with landlords, architects, engineers, general contractors, subcontractors, suppliers, and internal stakeholders.

Facilities, Security & Workplace Operations:

·       Provide oversight and operational leadership for company facilities, ensuring office buildings, workplace systems, and related services are effectively maintained.

·       Ensure preventive maintenance, repairs, inspections, and facility service requirements are completed in a timely and effective manner.

·       Oversee building and office security operations, including third-party security providers and building access requirements.

·       Manage emergency facility repairs, alarms, and other building-related incidents, coordinating insurance notification or escalation when required.

·       Oversee external contractors and service providers to ensure performance against contractual requirements and applicable safety, security, and regulatory requirements.

·       Coordinate with Hitachi laboratory and cleanroom support teams regarding building mechanical, electrical, plumbing, and related facility requirements.

Oversee outsourced security and janitorial services supporting HTA locations and monitor service quality, cost, and vendor performance.

Fleet & Driver Programs:

·       Own the administration and operational management of the company leased-vehicle program, including policies, procedures, leasing, deployment, billing, budgeting, and vendor relationships.

·       Negotiate fleet-related agreements and identify opportunities to improve service levels and optimize fleet costs.

·       Provide guidance to employees concerning vehicle ordering, lease terms, costs, policies, maintenance, and program requirements.

·       Oversee the Driver Safety Program and annual motor vehicle record requirements for employees with company vehicles or applicable vehicle allowances.

·       Coordinate response to employee vehicle accidents, provide guidance and follow-up, and work with the corporate risk team on related claims.

Mobile Device Program:

·       Manage the company mobile phone program, including service delivery, administration, policies, and program requirements.

·       Coordinate policy and program changes and identify opportunities to improve service, controls, employee experience, and cost efficiency.

General Insurance & Risk Support:

·       Coordinate day-to-day general insurance activities, including certificates of insurance, claims follow-up, incident reporting, and related inquiries working closely with the HTA Credit & Risk Team.

·       Work with internal stakeholders, insurance providers, and the corporate risk team to ensure insurance-related requirements and incidents are addressed in a timely manner.

·       Maintain appropriate documentation and follow-up for insurance matters within the scope of General Affairs.

Financial Management, Purchasing & Controls:

·       Develop and manage budgets for assigned General Affairs functions and projects, monitor expenditures against plan, identify variances, and implement corrective actions as appropriate.

·       Exercise budget and expenditure approval authority within established company authorization limits and escalate expenditures exceeding delegated authority.

·       Review and approve invoices, lease statements, project expenditures, and other GA-related financial transactions within established authority.

·       Approve and process purchase orders supporting designated corporate departments in accordance with company policies and approval requirements.

·       Identify opportunities for cost reduction, cost avoidance, vendor consolidation, and improved financial controls while maintaining required service levels.

Vendor, Contract & Stakeholder Management:

·       Lead vendor and supplier relationships within assigned areas, including sourcing support, negotiation, service expectations, performance monitoring, and issue resolution.

·       Negotiate commercial terms in partnership with appropriate internal stakeholders and ensure services are delivered efficiently and cost effectively.

·       Work closely with the company Legal department on building leases, vendor agreements, and service contracts.

·       Monitor vendor performance and compliance with applicable contractual, legal, regulatory, safety, and security requirements.

·       Build productive relationships with internal business leaders and external partners and represent General Affairs on relevant business and community matters.

·       Maintain appropriate engagement with organizations such as the Washington County Chamber of Commerce regarding relevant local business issues and concerns.

Innovation, Continuous Improvement & Service Excellence:

·       Champion innovation and continuous improvement across General Affairs, challenging existing processes and identifying better ways to deliver services.

·       Evaluate opportunities to leverage technology, automation, data, and improved business processes to increase efficiency, strengthen controls, reduce administrative effort, and improve employee experience.

·       Develop and implement process improvements that increase consistency and scalability of GA services across locations.

·       Establish appropriate service expectations and performance measures to monitor service quality, responsiveness, cost, and effectiveness.

·       Proactively identify operational risks, service gaps, and emerging business requirements and develop practical solutions.

·       Promote a customer-focused and solutions-oriented mindset across the General Affairs organization

Business Continuity, Communications & Other Responsibilities:

·       Coordinate General Affairs responsibilities associated with emergency notification and communication systems, including Alert Media testing and required communications.

·       Support management and cross-functional initiatives related to General Affairs, facilities, workplace operations, and other assigned corporate priorities.

·       Perform other duties as assigned and provide additional support outside normal business hours when necessary to address operational or facility requirements.

EDUCATION, LICENSES, AND/OR CERTIFICATION REQUIREMENTS

Bachelor’s degree in business administration, Facilities Management, Operations Management, Engineering, Construction Management, or a related field, or an equivalent combination of education and relevant professional experience.

Professional certification such as IFMA Certified Facility Manager (CFM), Facility Management Professional (FMP), PMP, or another relevant facilities/project-management credentials.

Experience managing General Affairs, facilities, or corporate services within a multi-location or multinational organization.

EXPERIENCE AND TRAVEL REQUIREMENTS

·       Minimum of 8+ years Facility/Project management experience including managing multiple projects and remote personnel.

·       Demonstrated management experience in General Affairs, corporate services, facilities management, workplace operations, real estate, construction/project management, or a related corporate operations function.

·       Experience negotiating and administering leases, service agreements, vendor contracts, construction agreements, or similar commercial arrangements.

·       Demonstrated experience leading and developing employees, including assigning work, establishing priorities, managing workloads, coaching employees, setting performance expectations, and addressing performance issues.

·       Experience developing and managing operating and/or capital budgets, monitoring expenditures, evaluating variances, and identifying cost-reduction and cost-avoidance opportunities.

·       Experience with facilities supporting specialized environments, such as cleanrooms, or other technically complex operations, is preferred.

·       Travel will be required.

SKILLS AND ABILITIES REQUIREMENTS

·       Strong leadership and people-management capabilities, with demonstrated ability to build, develop, motivate, and lead high-performing teams.

·       Ability to establish clear expectations, assign responsibilities, set priorities, manage workloads, and hold individuals and teams accountable for results.

·       Ability to create a culture that promotes accountability, collaboration, customer service, inclusion, continuous learning, and innovation.

·       Ability to translate organizational objectives into actionable priorities, operating plans, projects, budgets, and measurable results.

·       Ability to manage multiple projects and operational priorities simultaneously while maintaining attention to critical details.

·       Strong innovation and continuous-improvement mindset, with the ability to challenge established processes constructively and identify better ways of delivering services.

·       Demonstrated ability to identify and implement process improvements, technology solutions, automation, and new service-delivery approaches that improve efficiency, quality, controls, cost effectiveness, or employee experience.

·       Working knowledge of commercial facilities operations, building systems, space planning, construction/project management, workplace security, preventive maintenance, and vendor-managed services.

·       Strong negotiation, contract-management, and vendor-management skills, with an emphasis on achieving quality, service, cost, and risk-management objectives.

·       Excellent written and verbal communication skills with the ability to communicate effectively with employees, management, executives, vendors, contractors, landlords, and other external stakeholders.

·       Demonstrated ability to use technology and data to improve operational efficiency, decision-making, service delivery, and management reporting.

·       Ability and willingness to evaluate and adopt automation, AI-enabled tools, digital workflows, analytics, and other emerging technologies where they can improve General Affairs operations.

·       Computer Skills: Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) required

Equal Opportunity Employer (EOE)

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to HTA-AccommodationRequests@hitachi-hightech.com