Facilities Specialist 1
Location: Virginia, United States
Posted: November 10, 2016
Reference ID: 160018IH
This position is located in our Arlington, VA office.
Education: BA/BS in facility management, business preferred
Experience: 5 years related experience, supervisory experience preferred
a) Manage office operations for more than one site; typically, the physical site in which the employee resides in addition to other locations without administrative support
b) Effectively manage all conference and demo 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) Assign 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, etc.
h) Maintain interoffice listing of emergency contacts and procedures.
i) Troubleshoot data/telecommunication problems before notifying corporate helpdesk.
j) Initiate wiring requests and arrange for new employee setup.
k) Establish and communicate move coordination requirements.
l) Coordinate internal moves -- prepare move coordination forms, distribute boxes, labels, and information.
m) Follow up to resolve outstanding move coordination issues.
n) Provide timely response to information requests.
a) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, arrange for new vendor setup, prepare check requests and route requests to appropriate management level for approval.
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.
e) Process check requests for postage.
f) Submit quarterly PO remotes for all sites managed; ensure no overbills occur.
g) Monitor landlord variable expense payments and other service requests.
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.
e) Investigate equipment upgrade alternatives in accordance with corporate purchasing standards and offer justification to management.
a) Maintain personal work activity log including to do list and tasks accomplished,
b) Complete timely, detailed monthly report.
c) Update quarterly the log of maintenance contracts.
d) Follow up to ensure support personnel are maintaining adequate records and logs as defined by facility or office manager.
e) Conduct formal Facility Inspection Report and obtain data for remote site. Submit form to facility manager.
f) Maintain current inventory of all facility owned assets and equipment.
g) Report accurate office space assignments on a monthly basis for entry into Oracle Property Manager.
h) Establish preliminary space plans and identify alternatives; coordinate requirements.
i) Interact with various groups and collect information regarding headcount growth requirements.
j) Prepare headcount program and submit to FM for input into capacity plans.
k) Conduct workspace occupancy and conference room surveys as directed.
6) New Hire Orientation
a) Assign space for new hires in the sites managed.
b) Orient new employees to general office procedures for all sites managed.
c) Participate in monthly new hire orientation presentations with HR, sales, and education where applicable.
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) Maintain file of employee home addresses as well as emergency contacts.
b) Function as after-hours contact for alarm monitoring company as well as property management. Be available via pager for after hours emergencies
c) Responsible for overall office safety & security.
d) Maintain secure and accurate office key and security card assignments; minimize distribution.
e) Ensure all security system and badge assignments are accurate and current.
f) Assist in coordination of safety procedures such as fire extinguisher inspections, fire drills, etc.
g) Acting on direction of corporate security, provide assistance as required.
h) Coordinates programs to educate employees on building and general office emergency procedures.
i) Manage information stored in the emergency procedures manual.
j) Coordinate training on CPR and first aid.
k) Coordinate ergonomic and safety training requirements with corporate safety.
l) Ensure a safe and secure environment. Complete weekly office inspections, identifying areas of concern and initiating resolution.
m) Maintain and monitor surveillance equipment if necessary.
n) Maintain access assignments, monitor activity and complete data entry required for security software application.
Provide building and office management services for economy of operation and maximum usage of facilities and equipment. Work with external vendors to develop and implement facilities plans. Review vendor contracts, onsite vendor performance, timely work order completion, and construction related activities. Participate in collaborative space planning efforts with internal resources and user groups. Prepare and monitor annual property budget and other related costs in facility planning. This position will interface with both senior management as well as individual contributors.
As a member of our Real Estate and Facilities team, you will assist the building or office manager in all aspects of daily operations. This may include managing Oracle*s office space and equipment. Ensure adherence to company guidelines, processes and building and safety codes. Obtain, review and estimate design costs including equipment, installation, labor, materials, and preparation. Prepare annual budget. Conduct benchmarking.
Work involves some problem solving with assistance and guidance in understanding and applying company policies and procedures. Excellent communication and decision making skills. Familiarity with email and MS Office applications is essential. Willing to function as after- hours contact for facilities emergencies. May be required to be accessible via phone or pager. Degree, relevant certification or equivalent with 0 - 2 years prior facilities or property assistant experience preferred.
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.