Office Services Support

Facilities
a) Provide assistance to other office employees.
b) Provide backup for other facility personnel as needed.
c) Coordinate repairs within physical office space such as carpeting, repainting, etc.
d) Function as a liaison between Oracle, property manager, and other vendors.
e) Resolve or coordinate timely resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc.
f) Maintain interoffice listing of emergency contacts and procedures.
g) Troubleshoot data/telecommunication problems before notifying corporate helpdesk.
h) Initiate wiring requests and arrange for new employee setup.
i) Conduct workspace occupancy and conference room surveys as directed.
j) Establish preliminary space plans and identify alternatives; coordinate requirements.
k) Interact with various groups and collect information regarding headcount growth requirements.
l) Establish and communicate move coordination requirements.
m) Prepare move coordination forms, issue boxes, labels, and distribute information.
n) Follow up to resolve outstanding move coordination issues.
o) Respond to information requests.

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 as well as 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.
f) Where applicable, coordinate installation, troubleshooting, and viewing of all video conferences.

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 and assist in documenting emergency procedures manual.
f) Communicate closure of an issue to one’s own manager as well as the requestor.

Reception & switchboard (As needed for lunch breaks)
a) Provide backup to the receptionist in ensuring the switchboard is promptly opened at the designated time and secured after closing time.
b) Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
c) Greet and assist all visitors; maintain company visitor sign in book.
d) Maintain and distribute visitor security badges in accordance with security policies.
e) Ensure reception area is neat and professional in appearance.
f) Maintain conference room schedules for the facility via Web Calendar or ARIA.
g) Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.
h) Coordinate visitor transportation requirements, such as calling for a cab, limo, etc.
i) Assist with educating employees on phone features and voicemail system.
j) Assist with vendor inquiries.
k) Use my.oracle.com, employee information application such as Data Mart or Scheduler, and email directory to obtain employee information.
l) Perform other administrative support duties as required by the department or office.

Mail services (As needed to cover lunch breaks only)
a) Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.
b) Prepare, meter and send all outgoing mail.
c) Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
d) Maintain accurate mail distribution centers.
e) Secure all deliveries as required.
f) Prepare packages for HQ, Rocklin and interoffice distribution.
g) Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager and/or facility manager.

Competencies:
a) Innovation
b) Planning and Organizing
c) Quality
d) Customer Focus
e) Honest & Integrity

Function Specific Competencies:
a) Experience in dealing with outside vendors, negotiating agreements and working in a sales office environment
b) Use of Excel, Word, PowerPoint and email
c) Excellent problem solving skills 
d) Understanding of office procedures and property management responsibilities
e) Analytical skills
f) Excellent organizational skills and follow through on task assignments
g) Ability to work independently with minimal supervision and handle multiple tasks
h) Ability to use effective time management skills
i) Responsiveness to customer requests and service issues
j) Development of work processes and elimination of unnecessary or redundant steps
k) Ability to interact with all levels within the company, external customers and vendors
l) Demonstrable operating knowledge of office equipment
m) Comprehensive understanding of U.S. Field Real Estate & Facilities Space Policies and Ranking
n) Understand space assignment process through Property Manager and capacities.
o) Ability to accurately complete tasks within specified deadlines
p) Ability to negotiate with internal users regarding space requirements.
q) Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generated by upper management.
r) Ability to obtain closure on relevant issues.
s) Ability to lift 35 lbs."

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