Office Services Support

Oracle Lehi , UT 84043

Posted 2 months ago

Provide support for the Real Estate and Facilities organization.

Provide daily support to office employees. May coordinate appointments, information to and from callers, perform file maintenance, order office supplies and coordinate incoming and outgoing mail and deliveries. Operate automated office equipment.

Provides support in a variety of settings. Works within defined procedures and routines with limited autonomy. Problem solving includes basic research and verification only. Accountable for achieving objectives for self and contributing to the work of others. Excellent communication skills. 1-2 years of experience.

Oracle is an Affirmative Action-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, protected veterans status, age, or any other characteristic protected by law.

Essential Duties and Responsibilities:

Facilities

  • Order and stock standardized list of office supplies; assist in directing requesters to online requisition in Self Service Applications for purchasing office supplies.

  • Order and stock internal mailroom supplies (e.g. shipping supplies, stationery, copy paper, toner, etc.).

  • Maintain adequate supply of copy paper, toner and stationery in all copier rooms.

  • Maintain and arrange for service on office equipment.

  • Set up for events and reconfigure conference rooms.

  • Assist in stocking kitchen with appropriate paper products and beverages where appropriate.

  • Assist with checkout of portable equipment.

  • Work with field technical support personnel to ensure operational effectiveness of AV equipment up to and including repairs, upgrades, and maintenance agreements.

  • Assist in planning for and execution of office moves.

  • Comfortable with reaching and bending, able to stand for long periods of time.

  • Ability to lift delivery pallets, boxes of copier paper, move conference tables and furniture.

  • Complete work orders as assigned in a timely fashion, including the initiation and execution of work orders within internal ticket system.

  • Perform light maintenance and cleaning duties throughout facility (e.g. occasional trash disposal and compacting; cleaning of office equipment, furniture, breakrooms, and conference rooms). Comfortable with hand tools.

Mail services

  • Sort and distribute all incoming mail and deliveries, including preparing and sending mail and deliveries.

  • Prepare and send all outgoing mail.

  • Prepare all shipments by specified pickup time.

  • Notify recipients of deliveries upon receipt.

  • Verify mail and/or packages being shipped are not personal items.

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

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

  • Understand and maintain international shipping documentation, forms.

  • Secure all deliveries as required.

  • Maintain a neat and orderly mailroom and copy areas.

  • Maintain adequate inventory of approved general office supplies including supplies for office equipment.

  • Complete point of sale transactions for onsite company store. Maintain store inventory and coordinate merchandise replenishment.

Reporting

  • Maintain adequate records and logs as defined by manager.

  • Maintain accurate mail distribution records; package recipients need to sign for deliveries and all deliveries should be recorded.

Purchasing

  • As directed by manager, obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, and arrange for new vendor setup and route requests to appropriate management level for approval.

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, coordinate with other facilities and building personnel to achieve timely resolution.

  • Ability to use Excel, Word as well as email.

Other Duties & Responsibilities:

  • Comply with all safety policies, practices, and procedures

  • Build meaningful and productive relationships with internal business partners

  • Participate in proactive team efforts to achieve departmental and company goals

  • Contribute to building a positive team spirit

  • Communicate effectively with all levels of employees

  • Maintain the highest degree of honesty and integrity at all times

Detailed Description and Job Requirements

Provide support for the Real Estate and Facilities organization.

Provide daily support to office employees. May coordinate appointments, information to and from callers, perform file maintenance, order office supplies and coordinate incoming and outgoing mail and deliveries. Operate automated office equipment.

Provides support in a variety of settings. Works within defined procedures and routines with limited autonomy. Problem solving includes basic research and verification only. Accountable for achieving objectives for self and contributing to the work of others. Excellent communication skills. 1-2 years of experience.


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Office Services Support

Oracle