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Screens telephone calls and visitors, and resolves inquiries and requests Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements Tracks operational data in a database, including financial and other reporting metrics Uses software tools to compile data into presentation format Maintains accurate schedule of activities of the leader/executive supported, including complex meeting coordination and may include travel arrangements Independently prepare presentations and recurring reports Coordinates special projects and department activities Coordinates office functions with other departments RESPONSIBILITIES Works on assignments that are moderately complex in nature where judgment is required in resolving problems and making routine recommendations Works on problems where facts may be incomplete or in a form not readily usable, where further investigation is necessary to define problems and proceed Supports Executive Director Receives, screens and handles telephone calls, incoming mail, publications and other correspondence, some of which may be of a confidential or sensitive nature Makes travel and lodging arrangements as required while monitoring vacations, schedules and calendars Organizes meetings and meeting logistics Drafts own responses based on knowledge of the organization's policy, procedures or particular situation Has knowledge of organizational structure and maintains organizational charts Interacts and establishes networking relationships with outside customers, high-level executives and administrative assistants in a professional manner Prepares memorandum, reports and other materials for staff and business meetings May attend staff meetings, take and distribute minutes and follow up on action items Maintains and analyzes files and records which often contain information of a confidential May provide work direction of other administrative assistants and performs other related duties as assigned
1.1. Building Service Coordinator
A BSC at Dell Facilities designated by Dell shall maintain and standardize the BSC-related process at all Dell Facilities.
BSC shall perform the requirements, duties and responsibilities as set forth below:
1.1.1. Principal Duties and Responsibilities
Greet/Sign-in visitors, Dell End Users and vendors at front desk following Global Security procedures. Issue visitor's and Dell Employee temporary badges.
Collect temporary badges from visitors and Dell End Users departing the Dell Facility through the visitor lobby.
Monitor lobby traffic ensuring proper display of security ID's and verify approval for photo/video shoot. If they do not have approval, refer them to submit a request via the Global Communication Guidelines.
Compile and analyze lobby traffic metrics with categories of visitor and Dell Employee.
Accept and process courier deliveries and miscellaneous distribution through emails to Dell End Users. Accept courier deliveries including packages smaller than a shoebox, flowers, balloons, and food items. If the package is large or consists of multiple boxes (unable to be easily stored) BSC shall re-direct the Dell Employee to RR2W mailroom for package delivery.
Managing Dell Hot mail as required through approved application (PacTrak) following established policy and procedure (CTX only).
Utilize Facilities IWMS system to create work requests and dispatching Dell End User issues to the correct departments within SLA.
Thorough knowledge of building layout and Dell End Users. Direct Dell End Users and visitors to the right places.
Ownership and updating of forms such as the Critical Contacts Listings for each building and the Frequent Contacts List for general services at each site.
Manage the Guest Wireless process-generating and distributing of voucher codes for long term visitors in the AMERICAS, EMEA, and APAJ, as well as compiling and analyzing metrics.
Coordinate all Dell walk-in customer issues following established guidelines.
Responsible for effectively communicating to peers, managers, and Dell End User base on regular basis.
Order lobby supplies with approval from the DFR. Order and maintain inventory of flags, as well as proper retirement of flags. Responsible for routine checks to ensure that the flags are in good condition as defined by the National U.S. Flag protocol.
Building Service Coordinators shall be the First Responders in case of emergency situations, including alerting the Global Security Operations Center.
1.1.2. Other Administration Services
Provider shall perform the following tasks:
BSC shall be required to provide other office administration and clerk assistance to Facilities during routine operation upon notification and approval by the on-site manager.
Dispatch Dell surveys or Facilities communication messages to the Dell End Users within the building upon the request from Dell FM.
Schedule meetings on behalf of Facilities managers or manage Dell FM's calendar.
Monitor the Incident Report Retrieval mailbox and input the Facilities related data into the spreadsheet; this data is used to improve critical systems maintenance. Compile the information for quarterly analysis, and update the global distribution list by adding/removing Dell End Users.
Provide administrative and clerical duties as assigned. Additional duties/responsibilities as assigned. Will receive limited instruction on all work.
Badging Process - not limited to creating new badges for Dell Employee under the correct cost center for their manager, as well as terminate badges in the PeopleSoft HR system, together with other badge-related matters.
Financial support to include, but not limited to:
PO Reconciliation of Prelim and Final invoices for Vendors
PO tracking (Balance levels, Spending, and all monthly activity)
PO Discrepancy research from Ariba to Oracle
General Ledger and re-class document creation and submission
P-Card Support for Central Texas
1.1.3. Personnel Requirements for BSC Functions
Employees are required to have the following skills:
Self-starter and team-player. A positive, professional, and outgoing demeanor. Quality work ethic/good attendance record.
Excellent oral and written communication skills. Effective telephone skills. Highly developed organizational skills.
Demonstrated, intermediate to advanced knowledge of various word processing, graphics, and spreadsheet applications (MS Office, Word, Excel, Power Point, Outlook).
Thorough knowledge of Dell general office practices. Ability to deal effectively with cross-functional departments.
Flexible and open to change in rapid office environment. Ability to multi-task and meet deadlines and deliverables.
Ability to professionally interact with peers, supervisor, leadership, and Dell End Users. Demonstrated ability to take ownership of assigned task.
Able to work on assignments that are moderately complex to complex in nature, where judgment is required in resolving problems and making routine recommendations.
Able to exercise advanced judgment as required. Normally receives no instruction on routine work and general instruction on new assignments. Generally requires direction only.
Ability to work overtime, weekends, holidays as required to meet business needs
Job Family: Business Support
Job ID: R19597
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