Administrative Assistant A2
Location:
Westmont , Illinois
Posted:
February 08, 2017
Reference:
170003IU
Responsibilities :
1) 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; maintain company visitor sign in book.
f) Maintain and distribute visitor security badges in accordance with security policies.
g) Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.
h) Document front desk procedures to assist back up support and temporary workers.
i) Coordinate visitor transportation requirements, such as calling for a cab, limo, etc.
j) Keep copies of office floor plans for ready reference in locating employees.
k) Educate employees on the use of phone features and the voice mail system.
l) Assist with vendor inquiries.
m) Use my.oracle.com, employee information application such as Data Mart or Scheduler, and/or email directory to obtain employee information.
n) Notify recipients upon receipt of faxes and deliveries.
o) Update employee phone list on a monthly basis.
p) Perform other administrative support duties as required by the department or office.

2) Facilities (including Flex Office program)
a) Maintain conference room schedules for the facility via Scheduler.
b) Where applicable, schedule video conferences using iSupport and coordinate viewing of all video conferences.
c) Function as a liaison for local vendors (couriers, shipping vendor, property manager) as well as for internal groups.
d) Coordinate service requests with property management and/or external vendors.
e) Provide backup for other facility personnel as needed.
f) Place faxes in employee mailboxes at end of business day.
g) Handle new hire arrangements such as phone and voicemail setup , iSupport tickets and security access. Acquaint new employees with office procedures.
In offices with one REF employee:
h) Coordinate all 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) Ensure both installed AV equipment and portable equipment is functional; coordinate repairs as required.
k) Obtain maintenance agreements for office equipment in accordance with Purchasing's policies (i.e. national v. local agreements).
l) Investigate equipment upgrade alternatives and offer suggestions to management.
m) Coordinate removal of retired, broken and unused assets with Fixed Assets and the preferred disposal vendor.
n) Coordinate repairs within physical office space such as carpeting, repainting, etc.
o) Resolve or coordinate resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc. Track requests in iSupport.
p) Work with office manager to assign space for new hires.
q) Maintain office flex reservations via Scheduler.
r) Assist employees with flex cubes and offices.
s) Ensure all flex cubes and offices are clean and ready for the next occupant. Include voice and data connections.

3) Mail services (In offices with one REF employee)
a) Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.
b) Place mail in appropriate employee mailboxes.
c) Prepare, meter and send all outgoing mail.
d) Verify mail and/or packages being shipped are not personal items.
e) Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
f) Maintain accurate mail distribution records; package recipients need to sign for deliveries.
g) Keep accurate log of deliveries for review by office manager or facility manager
h) Secure all deliveries as required.
i) Prepare packages for HQ, Rocklin and interoffice distribution.
j) Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager and/or facility manager.
k) Maintain adequate records and logs as defined by manager.
l) Maintain adequate funds for meter.
m) Maintain adequate inventory of approved general office supplies including supplies for office equipment.

4) Purchasing
a) 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.
b) Seek to identify cost effective purchasing alternatives.
c) Provide input as requested by manager for annual property budget process.
d) Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.

5) Safety & Security
a) Maintain file of employee home addresses and emergency contacts.
b) Responsible for overall office safety & security.
c) Work with Global Physical Security and regional security manager to ensure all security system and badge assignments are accurate and current.
d) Acting on direction of GPS, provide assistance as required.
e) Contribute to emergency procedures manual.
f) Assist in coordinating programs to educate employees on building and general office emergency procedures.
g) Coordinate training on CPR and safety as required.
h) Assist Emergency Response Team in sites of 200 employees.

6) 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 provide assistance as directed to achieve timely resolution.
e) Communicate closure of an issue to one's own manager as well as the requester.

Competencies:
1) Oracle Core Competencies:
a) Adapting to change
b) Building relationships
c) Business Ethics
d) Communication
e) Customer Focus
f) Personal drive
g) Planning and organizing
h) Results Orientation
i) Teamwork

2) Function Specific Competencies:
a) Command busy switchboard system in a large, fast-paced corporate environment.
b) Ability to use and maintain basic office equipment-PC, multifunction device, AV equipment, etc.
c) Excellent customer service skills and verbal communication skills.
d) Ability to use Excel, Word, PowerPoint as well as email.
e) Understanding of general office procedures.
f) Ability to work independently with minimal supervision and handle multiple tasks.
g) Familiarity with purchase order process.
h) Knowledge of web-based applications.
i) Ability to use effective time management skills
j) Responsiveness to customer requests/service issues
k) Development of work processes and elimination of unnecessary or redundant steps
l) Ability to interact with all levels within the company, regular interaction with external customers and vendors
m) Comprehensive understanding of departmental policies and procedures
n) Understand conference room assignments and scheduling process
o) Ability to accurately complete tasks within specified deadlines
p) Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management.
q) Ability to obtain closure on relevant issues.
r) Ability to lift 55 lbs.
Qualifications:
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.

A little about us:
Oracle is shifting the complexity from IT, moving it out of the enterprise by engineering hardware and software to work together—in the cloud.

Know someone who would be interested in this job? Share it with your network.