Responsibilities\:

1)  

   Facilities

• Order and stock standardized list of office supplies; assist in directing requesters to online requisition in Self Service Applications for purchasing office supplies.
• Order and stock internal mailroom supplies (e.g. shipping supplies, stationery, copy paper, toner, etc.).
• Maintain adequate supply of copy paper, toner and stationery in all copier rooms.
• Maintain and arrange for service on office equipment.
• Assist in maintaining clean and neat conference rooms.
• Assist in stocking kitchen with appropriate paper products and beverages where appropriate.
• Assist with checkout of portable equipment.
• Work with field technical support personnel to ensure operational effectiveness of AV equipment up to and including repairs, upgrades, and maintenance agreements.
• Maintain conference room schedules for the facility via Calendar.
• Assist in planning for and execution of office moves.
• Coordinate removal of retired, broken and unused assets with Fixed Assets and the preferred disposal vendor.

 

2)       Mail services

• Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries.
• Place mail in appropriate employee mailboxes.
• Prepare and send all outgoing mail.
• Prepare all shipments by specified pickup time.
• Verify mail and/or packages being shipped are not personal items.
• Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
• Track postage and print/order stamps as necessary.
• Obtain most current regulations from local U.S. post office and rate charts.
• Maintain accurate mail distribution records; package recipients need to sign for deliveries.
• Understand and maintain international shipping documentation, forms.
• Secure all deliveries as required.
• Prepare packages for interoffice distribution.
• Maintain a neat and orderly mailroom and copy areas.
• Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager.
• Maintain adequate inventory of approved general office supplies including supplies for office equipment.

 

3)       Reception (back up/as needed)

• Provide backup to the receptionist for breaks and lunch hours or during vacation/sick time.  Ensure the switchboard is promptly opened at the designated time and secured after closing time.
• Maintain professional appearance of reception desk and lobby.
• Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
• Greet and assist all visitors.
• Coordinate visitor transportation requests, such as calling for a cab or town car.
• Notify recipients of deliveries upon receipt.
• Maintain conference room schedule via Web Calendar scheduler.

 

Reporting

• Maintain log information as directed and required for such activities as copy volume, postage activity, beverage utilization, spreadsheet for key assignments, etc.
• Maintain adequate records and logs as defined by manager.
• Maintain accurate mail distribution records; package recipients need to sign for deliveries and all deliveries should be recorded.
• Maintain work activity log including to do list and tasks accomplished; review daily with manager.
• Complete monthly report in approved format.
• Update the log of maintenance contracts quarterly; update service requests and maintenance information as required.

 

5)       Purchasing

• Maintain accountability for all assigned and mail room related requisitions.
• 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 above $10K.
• As directed by manager, 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.
• Seek to identify cost effective purchasing alternatives.
• Monitor purchase orders and vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.

 

a)       Safety & Security

b)       Responsible for overall office safety & security.

• Working with hiring managers, assist employees in getting security access badges.
• Greet, sign in and register visitors using the S.A.F.E. system
• Acting on direction of Global Physical Security, provide assistance as required.
• Contribute to emergency procedures manual.
• Assist in coordinating programs to educate employees on building and general office emergency procedures.
• Coordinate training on CPR and safety as required.
• Assist Emergency Response Team in sites of 200 employees.

 Problem solving

• Prioritize conflicting responsibilities and schedules.
•  Report problems as required.
•  Communicate as required to the necessary parties involved.
• In the event of a facilities emergency coordinate with other facilities and building personnel to achieve timely resolution. 

 

Competencies\:

Oracle Core Competencies\:

•  Adapting to Change
• Business Ethics
• Communication
•  Planning and Organizing
• Problem Solving

Function Specific Competencies\:

• Ability to handle multiple requests and work in a fast paced office environment
• Ability to use Excel, Word as well as email
• Excellent problem solving skills and good communication skills
• Good follow through on task assignments
• Responsiveness to customer requests/service issues
• Ability to interact with all levels within the company
• Ability to identify most cost effective shipping methods
• Acts with integrity and maintains confidentiality.
• Must be dependable and flexible, able to work independently as well as part of a team
• Ability to accurately complete tasks within specified deadlines
• Ability to lift up to 25 lbs.

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Provide support for the Real Estate and Facilities organization.

Provide daily support to office employees. May coordinate appointments, information to and from callers, perform file maintenance, order office supplies and coordinate incoming and outgoing mail and deliveries. Operate automated office equipment.

Provides support in a variety of settings. Works within defined procedures and routines with limited autonomy. Problem solving includes basic research and verification only. Accountable for achieving objectives for self and contributing to the work of others. Excellent communication skills. 1-2 years of 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.

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