Administrative Assistant

  • Green Job Crawler
  • Burlington, MA
  • 15 Aug, 2019

Job Description

**Administrative Assistant** **Preferred Qualifications** **Title:** Administrative Assistant **Location:** Burlington, MA or willing to relocate to the area _Real Estate and Facilities_ Provides administrative support for the Real Estate and Facilities organization, specifically the Facility Manager, Building Site Manager, and on site team as needed. This position will be working at the Burlington , Mass Van De Graaff campus which encompasses four owned Oracle buildings, 62 acres, a parking structure, a 600 KVA photovoltaic solar array, on site fitness center, 3 cafeterias, and approximately 2,000 employees. **Responsibilities:** **Reception/Switchboard** + Maintain professional appearance of reception desk and lobby area. + Open the reception area and switchboard promptly at designated opening time and secure the switchboard and reception area after closing time. + Understand and follow office security procedures. + Answer and direct all calls in an efficient, accurate, professional and pleasant manner. + Greet and assist all visitors. + Maintain and distribute visitor security badges in accordance with Global Physical security policies. + Document front desk procedures to assist back up support and temporary workers. + Coordinate visitor transportation requirements, such as calling for a cab or town car. + Assist with vendor inquiries. + Notify recipients upon receipt of faxes and deliveries. **Facilities** + Maintain conference room schedules for the facility via Calendar. + Function as a liaison for local vendors (couriers, shipping vendor, and property manager) as well as for internal groups. + Coordinate service requests with property management and/or external vendors. + Provide backup for other facility personnel as needed. + Assist with new hire set up, iSupport tickets and security access. Acquaint new employees with office procedures. **Other Responsibilities may also include;** + Coordinate all maintenance agreement schedules, renewals, payments and site visits per contractual stipulations with local vendors. + Ensure all equipment is operational; coordinate repairs as required. + Ensure both installed AV equipment and portable equipment is functional; coordinate repairs as required. + Obtain maintenance agreements for office equipment in accordance with Purchasing’s policies (i.e. national v. local agreements). + Investigate equipment upgrade alternatives and offer suggestions to management. + Coordinate removal of retired, broken and unused assets with Fixed Assets and the preferred disposal vendor. + Coordinate repairs within physical office space such as carpeting, repainting, etc. + Resolve or coordinate resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc. Track requests in Oracle Services Cloud. + Assist in planning for and execution of office moves. + Work with office manager to assign space for new hires. + Maintain office flex reservations via Calendar. + Assist employees with flex cubes and offices. + Ensure all flex cubes and offices are clean and ready for the next occupant. Include voice and data connections. + Maintain reporting information as required by manager. **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 internal distribution. + Maintain a neat and orderly mailroom. + Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager and/or facility manager. + Maintain adequate inventory of approved general office supplies including supplies for office equipment. **Purchasing** + Manage REF location annual budget and purchase orders. + 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. + Seek to identify cost effective purchasing alternatives. + Provide input as requested by manager for annual property budget process. + Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service. + 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. **Safety & Security** + Responsible for overall office safety & security. + Working with hiring managers, assist employees in getting security access badges. + Check in 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 provide assistance as directed to achieve timely resolution. **Competencies:** **Oracle Core Competencies:** + Adapting to change + Building relationships + Business Ethics + Communication + Customer Focus + Personal drive + Planning and organizing + Results Orientation + Teamwork **Function Specific Competencies:** + Command busy switchboard system in a large, fast-paced corporate environment. + Ability to use and maintain basic office equipment-PC, multifunction device, AV equipment, etc. + Excellent customer service skills and verbal communication skills. + Ability to use Excel, Word, PowerPoint as well as email. + Understanding of general office procedures. + Ability to work independently with minimal supervision and handle multiple tasks. + Familiarity with purchase order process. + Knowledge of web-based applications. + Ability to use effective time management skills + Responsiveness to customer requests/service issues + Development of work processes and elimination of unnecessary or redundant steps + Ability to interact with all levels within the company, regular interaction with external customers and vendors + Comprehensive understanding of departmental policies and procedures + Understand conference room assignments and scheduling process + Ability to accurately complete tasks within specified deadlines + Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management. + Ability to obtain closure on relevant issues. **Education:** + High school, some college, pursuing degree - BA/BS degree preferred or equivalent 1 - 2 years of related experience **Candidates should send resumes directly to:** 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. As part of Oracle’s employment process candidates will be required to complete a pre-employment screening process, after a conditional offer has been extended. **Detailed Description and Job Requirements** 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.** **Job:** General Administration/Secretarial **Location:** US-MA,Mass-Burlington **Job Type:** Regular Employee Hire **Organization:** Oracle