Administrative Assistant A2

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 :

As a member of our Real Estate and Facilities team, you will assist the on-site Facilities team in all aspects of daily operations. Your primary role will be to create a positive first impression as you greet clients, guests, and visiting employees. You will provide building and office management services for economy of operation and maximum usage of facilities and equipment including but not limited to working with internal and external vendors to develop and implement facilities plans, monitoring onsite vendor performance, and timely work order completion. You will also ensure adherence to company guidelines, processes and building and safety codes.

You will be asked to demonstrate confidence, professionalism, responsiveness, and exceptional customer service skills as you interface with both management and individual contributors. You will track all visitors, including vendors, visiting employees and guests including the management of building and security access cards and keys. This will also include and will not be limited to assisting with tracking employee on-boarding/off-boarding processes, manage incoming and outgoing courier and other packages and mail.

Responsibilities :

1) Facilities

a) Manage Specified task for regional offices; typically, the physical site in which the employee resides in addition to other nearby locations

b) Effectively manage all conference room activities to include overseeing conference scheduling, equipment functionality, and general conference room upkeep.

c) Proactively ensure the facility as an asset is well maintained to include furniture repairs, carpet cleaning, touch ups and replacements as needed.

d) Provide assistance to other office employees.

e) Function as a liaison between Oracle, building property manager, and other vendors.

f) Assist in assigning office space based upon the established Space Ranking guideline and policy.

g) Resolve or coordinate timely resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, connectivity issues, employee onboarding/off boarding etc.

h) Assist in the coordination of office moves.

2) Purchasing

a) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification.

b) Maintain adequate inventory of general office supplies including supplies for office equipment.

c) Seek to identify cost effective purchasing alternatives.

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

4) General Office Equipment/Audio Visual Equipment

a) Coordinate all maintenance agreement schedules, renewals, payments and site visits per contractual stipulations.

b) Ensure operational effectiveness of all equipment; coordinate repairs as required.

c) Ensure installed AV equipment and portable equipment is functional; coordinate repairs as required.

d) Assist in troubleshooting AV problems and be available to assist with spontaneous equipment requirements.

5) Reporting

a) Maintain personal work activity log including to do list and tasks accomplished,

b) Complete timely, detailed monthly report.

c) Follow up to ensure support personnel are maintaining adequate records and logs as defined by the facility manager.

d) Conduct formal Facility Inspection Report as directed and needed.

e) Report accurate office space assignments on a monthly basis for entry into Oracle Property Manager.

f) Conduct workspace occupancy and conference room surveys as directed.

6) New Hire Orientation

a) Orient new employees to general office procedures for all sites managed.

b) Participate in monthly new hire orientation presentations with HR, sales, and education as needed.

7) Problem solving

a) Prioritize conflicting responsibilities and schedules.

b) Report problems as required.

c) Communicate as required to the necessary parties involved.

d) In the event of a facilities emergency coordinate with other facilities and building personnel to achieve timely resolution.

e) Contribute to amending emergency procedures manual.

f) Communicate closure of an issue to one's own manager as well as a requestor.

8) Safety & Security

a) Responsible for overall office safety & security.

b) Maintain secure and accurate office key and security card assignments.

c) Ensure all security system and badge assignments are accurate and current.

d) Assist in coordination of safety procedures such as fire extinguisher inspections, fire drills, etc.

e) Acting on direction of corporate security, provide assistance as required.

f) Coordinates programs to educate employees on building and general office emergency procedures.

g) Manage information stored in the emergency procedures manual.

h) Coordinate ergonomic, safety, and first aid training requirements with corporate safety.

i) Ensure a safe and secure environment. Complete weekly office inspections, identifying areas of concern and initiating resolution.

Function Specific Competencies:

a) Excellent analytical, problem solving, and decision making skills

b) Excellent organizational skills and follow through on task assignments through closure

c) Ability to work independently with minimal supervision and handle multiple tasks

d) Ability to use effective time management skills

e) Responsiveness to customer requests/service issues

f) Development of work processes and elimination of unnecessary or redundant steps

g) Ability to interact with all levels within the company, regular interaction with external customers and vendors

h) Demonstrable operating knowledge of office equipment

i) Understand space assignment process through Property Manager and capacities.

j) Ability to accurately complete tasks within specified deadlines

k) Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management.

l) Ability to multitask and meet deadlines.

m) Able to maintain confidential information.

n) Professional phone manner and interpersonal skills.

o) Familiarity with email and MS Office applications is essential.

p) BA/BS degree or equivalent 1 - 2 years of related experience preferred.

q) Ability to lift 25 lbs.

Real Estate & Facilities (RE&F) manages Oracle owned and leased properties around the world.

The minimum amount of time you are expected to remain in this position before you are able to transfer to another position at Oracle is 18 months.