Administrative Assistant - Facilities

Job description

Provides clerical support within any of a variety of departments. Supports an SVP or below.

Perform clerical duties to relieve division staff and/or team members of all clerical details. Screens calls and takes messages Maintains filing systems. Composes and types routine letters, reports, and other material. Prepares and tracks expense reports and purchase requisitions. Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software. Makes travel arrangements and manages calendar. Arranges internal/external meetings and catering needs. Maintains organization charts and distribution lists. Manages and tracks assets. Acts as an information source on organization policies and procedures. Works with other administrative personnel.

Works on assignments that are semi routine in nature where the ability to recognize deviation from accepted practice is essential. Follows standard practices and procedures. Normally receives detailed instructions on routine work and new assignments. Demonstrated strong organization skills and attention to detail. Ability to multitask and meet deadlines. Able to maintain confidential information. Professional phone manner and interpersonal skills. Use of word processing application and office equipment. BA/BS degree or equivalent 1 - 2 years of related experience.

Oracle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.

Desired profile

Qualifications :

Position is within the Real Estate & Facilities organization

Responsibilities :

Reception/Switchboard

a) Maintain professional appearance of reception desk and lobby area.

b) Open the reception area and switchboard promptly at designated opening time and secure the switchboard and reception area after closing time.

c) Understand and follow office security procedures.

d) Answer and direct all calls in an efficient, accurate, professional and pleasant manner.

e) Greet and assist all visitors.

f) Maintain and distribute visitor security badges in accordance with Global Physical security policies.

g) Document front desk procedures to assist back up support and temporary workers.

h) Coordinate visitor transportation requirements, such as calling for a cab or town car.

i) Assist with vendor inquiries.

j) Notify recipients upon receipt of faxes and deliveries.

Facilities (including Flex Office program)

a) Maintain conference room schedules for the facility via Calendar.

b) Function as a liaison for local vendors (couriers, shipping vendor, and property manager) as well as for internal groups.

c) Coordinate service requests with property management and/or external vendors.

d) Provide backup for other facility personnel as needed.

e) Assist with new hire set up and security access. Acquaint new employees with office procedures.

f) Resolve or coordinate resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc.

g) Update and maintain office REF portal content

h) Coordinate maintenance agreement schedules, renewals, payments and site visits per contractual stipulations with local vendors.

i) Ensure all equipment is operational; coordinate repairs as required.

j) Obtain maintenance agreements for office equipment in accordance with Purchasing's policies (i.e. national v. local agreements).

k) Investigate equipment upgrade alternatives and offer suggestions to management.

l) Coordinate repairs within physical office space such as carpeting, repainting, etc.

m) Assist in planning for and execution of office moves.

n) Work with office manager to assign space for new hires.

o) Maintain office flex reservations via Calendar.

p) Assist employees with flex cubes and offices.

q) Ensure all flex cubes and offices are clean and ready for the next occupant. Include voice and data connections.

r) Maintain reporting information as required by manager.

Purchasing

a) Manage REF location annual budget and purchase orders.

b) Meet sourcing compliance requirements, per the specified guidelines, by obtaining competitive bids, fairly rating all bidders and providing a justification why the winning bid was selected for all purchasing activities.

c) Seek to identify cost effective purchasing alternatives.

d) Provide input as requested by manager for annual property budget process.

e) Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.

f) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, arrange for new vendor setup, and route requests to appropriate management level for approval.

5) Safety & Security

a) Responsible for overall office safety & security.

b) Working with hiring managers, assist employees in getting security access badges.

c) Check in visitors

d) Contribute to emergency procedures manual.

e) Assist in coordinating programs to educate employees on building and general office emergency procedures.

f) Coordinate training on CPR and safety as required.

g) Assist Emergency Response Team in sites of 200+ employees.