Project Assistant

About Us

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.

Job Description:

As Hitachi Rail, we are advancing rail signalling and safety solutions to ensure safe and efficient railway operations worldwide. Our technologies help to bring billions of people reliably to their destinations by rail every year – making sustainable mobility a reality.

Project Assistant (Ref.No. R0140425)
at our location in Thailand, Bangkok

Responsibilities

• Monitor and maintain incoming and outgoing submissions and letters within the deliverable system.
• Compile and summarize the Submittal Schedule, providing daily updates to the team via email
• Input and manage comment response sheets in the deliverable system, and export packages to PDF for final consolidation before official submission.
• Prepare and draft project documentation, including official letters and submission documents.
• Ensure all stakeholders (both internal and external teams) are fully aligned with project goals.
• Track and monitor the status of the Person In Charge (PIC) restricted area access rights and arrange/enroll renewal courses for the local team.
• Coordinate annual medical checkups and submit reports to customers or the HSE team.
• Schedule and organize project meetings, including weekly updates and technical reviews.
• Support the Customer Service department by translating Training Manuals and Operation & Maintenance (O&M) Manuals into Thai.
• Set up training classrooms, monitor course results, and collect feedback for customer training records.

Office Administration

• Manage travel arrangements and hotel bookings, including preparing the initial travel request forms.
• Assist employees with administrative queries regarding personal leave and expense claim guidelines.
• Train and supervise housekeeping staff to maintain office standards.

Financial Support

• Submit invoices and receipts of payment directly to customers.
• Prepare and summarize expense/invoices reports for the finance team.

Procurement Support

• Facilitate the purchasing and procurement process for materials and services.
• Issue POs/PRs utilizing ERP system tools (Sage300).

Logistics Support

• Act as the primary point of contact for incoming and outgoing shipments.
• Handle export documentation and manage forwarder bookings via DHL/FedEx.
• Liaise with logistics service providers to resolve further customs declaration requirements.
• Apply basic knowledge of logistics processes, including customs clearance and import duties, to daily operations.

Qualifications

• At least 3 years of experience in similar role.
• Good English communication skills, both written and spoken to communicate with stakeholders.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Ability to work independently and manage competing priorities.

About us

Our motivation is the mobility turnaround. To achieve this, our teams find innovative products and solutions that ensure the operation and reliability of the entire rail network and increase capacities on the rails. Our projects are diverse. To make our teams even stronger, we are looking for your support. In return, we offer you an attractive overall package with the following benefits:

• Stronger together: Networking through internal networks and working in international teams
• Our drive: Together, we are laying the foundations for the digitization of the rail around the world, to get people safely to their destinations and to their loved ones!
• Attractive conditions: A secure and permanent job with a global company