Administrative Coordinator /… at SCREEN SPE USA · Hillsboro

Summary: SCREEN SPE USA is seeking an Administrative Coordinator who will provide dedicated administrative and coordination support for traveler badging and site access activities. This role is essential for managing daily tasks related to site access and ensuring compliance with customer requirements.

Responsibilities:
- Own daily maintenance and updates of the SEJ Trip Tracker based on incoming factory travel request emails
- Verify WWID status and request new WWIDs through Fieldglass when required
- Initiate and track Fieldglass e-signatures and update status until issuance is complete
- Monitor badge status regularly and proactively to avoid delays or access issues
- Coordinate on-site badge pickup when physical presence is required
- Provide badging and site access support for multiple customer sites, as needed, including both onsite and remote support depending on customer and access requirements
- Coordinate required site safety checklists and ensure completion prior to site access
- Schedule and track required training and update the Trip Tracker accordingly
- Verify and document building access levels and PC Class requirements for each traveler
- Support coordination during safety or quality events involving SEJ travelers, under direction of management and EHS teams
- Serve as a central point of contact between factories, field service, and internal teams for badging and access-related matters
- Track pending customer approvals and follow up as needed to prevent workflow breaks
- Maintain accurate documentation and historical records within the Trip Tracker
- Provide translation support (English ↔ Japanese) as needed for coordination and issue resolution
- Escalate identified risks, delays, or compliance gaps to management in a timely manner
- Identify recurring delays, bottlenecks, and inefficiencies in the badging and site access process
- Provide recommendations to management for workflow improvements and standardization
- Improve visibility and reliability of badging status through consistent tracking updates and reporting

Required Qualifications:
- Bilingual proficiency in English and Japanese (required)
- Willingness and ability to complete required customer site training and access requirements
- Ability to enter customer fabrication (cleanroom) environment as needed, including wearing required cleanroom attire (full “bunny suit”)
- Ability to comply with all customers and company safety, security, and cleanroom policies during site visits
- Strong organizational skills with the ability to manage high-volume, detail-driven administrative work
- Experience coordinating schedules, documentation, and approvals across multiple stakeholders
- Proficiency with tracking tools (Excel, SharePoint, or similar systems)
- Ability to work independently and remain responsive in a fast-paced, operational environment
- Strong written and verbal communication skills
- Prior experience supporting administrative, coordination, or operational activities in a fast‑paced environment
- Demonstrated willingness and ability to learn customer requirements, internal systems, and site-specific processes
- No formal degree requirement
- Demonstrated proficiency working with computers and navigating multiple software systems, web‑based portals, and internal tools
- Comfortable learning and using tracking systems, customer portals, and documentation platforms (e.g., Excel, SharePoint, email, customer access systems)
- Ability to quickly learn new systems, processes, and customer requirements with provided training

Preferred Qualifications:
- Exposure to manufacturing, industrial, or customer site environments (e.g., semiconductor, capital equipment, or similar) is a plus, but not required
- Familiarity with customer site access processes (e.g., badging, training coordination, access tracking) is preferred; training will be provided as needed
- Experience working with cross‑functional or global teams is beneficial

Required Skills: Customer site training and access requirements, Cleanroom attire compliance, Schedule coordination, Documentation management, Approvals coordination, Excel, SharePoint, Customer site access processes, Bilingual proficiency in English and Japanese, Translation (English-Japanese)