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Oracle Administrative Assistant - Receptionist in Orlando, Florida

Administrative Assistant - Receptionist

Preferred Qualifications

Responsibilities:

  1. Reception/Switchboard
  • Maintain professional appearance of reception desk and lobby area.

  • Open the reception area and switchboardpromptly at designated opening time and secure the switchboard andreception area after closing time.

  • Understand and follow office security procedures.

  • Promptly answer and direct all calls in a professional manner.

  • Greet, assist, and register visitors.

  • Maintain and distribute visitor security badges in accordance with security policies.

  • Report network/data issues to office manager immediately.

  • Maintain reception manual to assist back up support and temporary workers.

  • Assist in visitor transportation requests, such as calling for a cab, limo, etc.

  • Keep copies of office floor plans for ready reference in locating employees.

  • Educate employees on the use of phone features and the voice mail system.

  • Assist with vendor inquiries.

  • Use approved corporate application to obtain employee information.

  • Notify recipients upon receipt of faxes and deliveries.

  • Update employee phone list on a monthly basis.

  • Perform other administrative support duties as required by the department or office.

  1. Facilities (including Flex Office program)
  • Maintain conference room schedules for the facility using approved corporate application.

  • Where applicable, schedule videoconferences using approved corporate applications and coordinate viewingof all video conferences.

  • Function as a liaison for local Facilities suppliers and property management.

  • Coordinate service requests with property management and/or external suppliers.

  • Provide backup for other facility personnel as needed.

  • Place faxes in employee mailboxes at end of business day.

  • Assist with new hire arrangements such as phone and voicemail requests. Acquaint new employees with office procedures.

  • Coordinate all maintenance agreementschedules, renewals, payments and site visits per contractualstipulations with local vendors.

  • Ensure common area office equipment andAV equipment is operational; coordinate repairs as required compilingwith arranged maintenance 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.

  • Open service requests to resolve issues identified by customers.

  • Work with office manager to assign space for new hires.

  • Assist in educating employees on Flex space guidelines.

  • Ensure all flex cubes and offices are clean and ready for the next occupant. Include voice and data connections.

  1. Mail services
  • Sort and distribute all incoming andinteroffice mail and deliveries, including preparing and sending mailand deliveries received for home-based employees.

  • Place mail in appropriate employee mailboxes.

  • Prepare and send outgoing mail and packages utilizing appropriate shipping methods.

  • Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.

  • Maintain accurate mail distribution records; package recipients should sign for deliveries.

  • Keep accurate log of deliveries for review by office manager or facility manager

  • Secure all deliveries as required.

  • Prepare packages for interoffice distribution.

  • Monitor all costs associated with mailand delivery services; report excessive costs and cost savingsopportunities to the office manager and/or facility manager.

  • Maintain adequate records and logs as defined by manager.

  • Maintain adequate funds for postal mail.

  • Maintain adequate inventory of shipping supplies.

  1. Purchasing
  • Obtain vendor price quotes, preparepurchase requisitions with accompanying justification via web, obtainvendor statements of work, arrange for new vendor setup, and routerequests to appropriate management level for approval.

  • Obtain competitive bids, prepare and submit purchase requisitions using approved corporate applications for management approval.

  • Seek to identify cost effective purchasing alternatives.

  • Provide input as requested by manager for annual property budget process.

  • Monitor vendor payment status to ensurepurchase orders are not over-billed and vendors receive timely paymentto avoid disruption in service.

  1. Safety & Security
  • Maintain emergency contact information.

  • Keep current on office safety and security guidelines.

  • Work with Global Physical Security andregional security manager to ensure all security system and badgeassignments are accurate and current.

  • Acting on direction of GPS, provide assistance as required.

  • Contribute to emergency procedures manual.

  • Assist in educating 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.

  1. 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.

  • Communicate closure of an issue to one’s own manager as well as the requester.

Competencies:

  1. Oracle Core Competencies:
  • Adapting to Change

  • Building Relationships

  • Business Ethics

  • Communication

  • Customer Focus

  • Personal Drive

  • Planning and Organizing

  • Results Orientation

  • Teamwork

  1. 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 corporate and departmental office procedures and associated applications.

  • 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 to meet deadlines and eliminate unnecessary or redundant steps.

  • 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 appropriatelevel of urgency to specific situations, especially relative to actionrequests generate by upper management.

  • Ability to obtain closure on relevant issues.

  • Ability to lift 55 lbs.

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-FL,Florida-Orlando

Job Type: Regular Employee Hire

Organization: Oracle

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