Reception & switchboard
aProvide backup to the receptionist in ensuring the switchboard is promptly opened at the designated time and secured after closing time.
Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
Greet and assist all visitors; maintain company visitor sign in book.
dMaintain and distribute visitor security badges in accordance with security policies.
eEnsure reception area is neat and professional in appearance.
fMaintain conference room schedules for the facility via Web Calendar or ARIA.
gReport all telecommunication and data system problems to the Global IT help desk and office manager immediately.
hCoordinate visitor transportation requirements, such as calling for a cab, limo, etc.
iAssist with educating employees on phone features and voicemail system.
jAssist with vendor inquiries.
kUse , employee information application and email directory to obtain employee information.
lPerform other administrative support duties as required by the department or office.
aSort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.
Prepare, meter and send all outgoing mail.
Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
dMaintain accurate mail distribution centers.
eSecure all deliveries as required.
fMonitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager and/or facility manager.
atain vendor price quotes, prepare purchase requisitions with accompanying justification via Self Service Applications, obtain vendor statements of work, arrange for new vendor setup, prepare check requests and route requests to appropriate management level for approval.
Maintain adequate inventory of general office supplies including supplies for office equipment.
Seek to identify cost effective purchasing alternatives.
dMonitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
eMaintain adequate funds for meter. Where applicable, prepare check requests for postage.
fPrepare monthly PO report to monitor run rate against established PO amount.
General Office Equipment/Audio Visual Equipment
aCoordinate all maintenance agreement schedules, renewals, payments and site visits per contractual stipulations.
Ensure operational effectiveness of all equipment; coordinate repairs as required.
Ensure installed AV equipment as well as portable equipment is functional; coordinate repairs as required.
dAssist in troubleshooting AV problems and be available to assist with spontaneous equipment requirements.
eInvestigate equipment upgrade alternatives in accordance with corporate purchasing standards and offer justification to management.
fWhere applicable, coordinate installation, troubleshooting, and viewing of all video conferences.
aProvide assistance to other office employees.
Provide backup for other facility personnel as needed.
Coordinate repairs within physical office space such as carpeting, repainting, etc.
dFunction as a liaison between Oracle, property manager, and other vendors.
eResolve or coordinate timely resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc.
fMaintain interoffice listing of emergency contacts and procedures.
gTroubleshoot data/telecommunication problems before notifying corporate helpdesk.
hInitiate wiring requests and arrange for new employee setup.
iConduct workspace occupancy and conference room surveys as directed.
jEstablish preliminary space plans and identify alternatives; coordinate requirements.
kInteract with various groups and collect information regarding headcount growth requirements.
lEstablish and communicate move coordination requirements.
mPrepare move coordination forms, issue boxes, labels, and distribute information.
Follow up to resolve outstanding move coordination issues.
oRespond to information requests.
aMaintain work activity log including to do list and tasks accomplished; review daily with manager.
Complete monthly report in approved format.
Update quarterly the log of maintenance contracts.
dMaintain adequate records and logs as defined by manager.
eConduct formal quarterly Facility Inspection Report and submit to facility manager.
fMaintain current inventory of all facility owned asset equipment.
gPrepare Property Manager and headcount report information as directed.
hConduct workspace occupancy and conference room surveys as directed.
New Hire Orientation
aAssign space for new hires.
rient new employees to general office procedures.
Participate in monthly new hire orientation presentations with HR, sales, and education where applicable.
aPrioritise conflicting responsibilities and schedules.
Report problems as required.
Communicate as required to the necessary parties involved.
dIn the event of a facilities emergency coordinate with other facilities and building personnel to achieve timely
eContribute and assist in documenting emergency procedures manual.
fCommunicate closure of an issue to one’s own manager as well as the requester.
Safety & Security
aFunction as after-hours contact for alarm monitoring company and property management.
Responsible for overall office safety & security.
Establish system for programming and updating lock key codes where applicable.
dAssist in coordination of safety procedures such as fire extinguisher inspections, fire drills, etc.
eMaintain secure and accurate office key and security card assignments; minimise distribution.
fActing on direction of corporate security, provide assistance as required.
gCoordinate programs to educate employees on building and general office emergency procedures.
hMaintain emergency procedures manual information.
iCoordinate training on CPR and safety as required.
jProvide backup on making security system time changes and generating reports.
kCoordinate ergonomic and safety training requirements with corporate safety.
lComplete weekly office inspections, identifying areas of concern and initiating resolution.
mMaintain and monitor surveillance equipment if necessary.
Maintain access assignments, monitor activity and complete data entry required for security software application.
oBe available via mobile phone for after-hours emergencies.
Assist Emergency Response Team in sites of 200+ employees.
racle Core Competencies:
Planning and Organising
eHonest & Integrity
Function Specific Competencies:
aExperience in dealing with outside vendors, negotiating agreements and working in a sales office environment
Use of Excel, Word, PowerPoint and email
Excellent problem solving skills
dUnderstanding of office procedures and property management responsibilities
fExcellent organisational skills and follow through on task assignments
gAbility to work independently with minimal supervision and handle multiple tasks
hAbility to use effective time management skills
iResponsiveness to customer requests and service issues
jDevelopment of work processes and elimination of unnecessary or redundant steps
kAbility to interact with all levels within the company, external customers and vendors
lDemonstrable operating knowledge of office equipment
mUnderstand space assignment process through Property Manager and capacities.
Ability to accurately complete tasks within specified deadlines
oAbility to negotiate with internal users regarding space requirements.
Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generated by upper management.
qAbility to obtain closure on relevant issues.