Administrative Assistant
Education: BA/BS in facility management, business preferred
Experience: 1-2 years related experience
Responsibilities:
1) Administrative
a) Understand and follow office security procedures.
b) Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
c) Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.
d) Coordinate visitor transportation requirements, such as calling for a cab, limo, etc.
e) Keep copies of office floor plans for ready reference in locating employees.
f) Educate employees on the use of phone features and the voice mail system.
g) Assist with vendor inquiries.
h) Use my.oracle.com, employee information application such as Data Mart or Scheduler, and/or email directory to obtain employee information.
i) Update employee phone list on a monthly basis.
j) Perform other administrative support duties as required by the department or office.
2) Facilities (including Flex Office program)
a) Maintain conference room schedules for the facility via Scheduler.
b) Where applicable, schedule video conferences using iSupport and coordinate viewing of all video conferences.
c) Function as a liaison for local vendors (couriers, shipping vendor, property manager) as well as for internal groups.
d) Coordinate service requests with property management and/or external vendors.
e) Provide backup for other facility personnel as needed.
f) Handle new hire arrangements such as phone and voicemail setup, iSupport tickets and security access. Acquaint new employees with office procedures.
In offices with one REF employee:
g) Coordinate all maintenance agreement schedules, renewals, payments and site visits per contractual stipulations with local vendors.
h) Ensure all equipment is operational; coordinate repairs as required.
i) Ensure both installed AV equipment and portable equipment is functional; coordinate repairs as required.
j) Obtain maintenance agreements for office equipment in accordance with Purchasing’s policies (i.e. national v. local agreements).
k) Investigate equipment upgrade alternatives and offer suggestions to management.
l) Coordinate removal of retired, broken and unused assets with Fixed Assets and the preferred disposal vendor.
m) Coordinate repairs within physical office space such as carpeting, repainting, etc.
n) Resolve or coordinate resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc. Track requests in iSupport.
o) Work with office manager to assign space for new hires.
p) Maintain office flex reservations via Scheduler.
q) Assist employees with flex cubes and offices.
r) Ensure all flex cubes and offices are clean and ready for the next occupant. Include voice and data connections.
3) Assist with Mail services
a) Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.
b) Place mail in appropriate employee mailboxes.
c) Prepare, meter and send all outgoing mail.
d) Verify mail and/or packages being shipped are not personal items.
e) Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
f) Maintain accurate mail distribution records; package recipients need to sign for deliveries.
g) Keep accurate log of deliveries for review by office manager or facility manager
h) Secure all deliveries as required.
i) Prepare packages for HQ, Rocklin and interoffice distribution.
j) Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager and/or facility manager.
k) Maintain adequate records and logs as defined by manager.
l) Maintain adequate funds for meter.
m) Maintain adequate inventory of approved general office supplies including supplies for office equipment.
4) Purchasing
a) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, arrange for new vendor setup, and route requests to appropriate management level for approval.
b) Seek to identify cost effective purchasing alternatives.
c) Provide input as requested by manager for annual property budget process.
d) Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
5) Safety & Security
a) Responsible for overall office safety & security.
b) Acting on direction of GPS, provide assistance as required.
c) Contribute to emergency procedures manual.
d) Assist in coordinating programs to educate employees on building and general office emergency procedures.
e) Coordinate training on CPR and safety as required.
f) Assist Emergency Response Team in sites of 200+ employees.
6) 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 provide assistance as directed to achieve timely resolution.
e) Communicate closure of an issue to one’s own manager as well as the requester.
Competencies:
Competencies:
1) Oracle Core Competencies:
a) Adapting to change
b) Building relationships
c) Business Ethics
d) Communication
e) Customer Focus
f) Personal drive
g) Planning and organizing
h) Results Orientation
i) Teamwork
2) Function Specific Competencies:
a) Command busy switchboard system in a large, fast-paced corporate environment.
b) Ability to use and maintain basic office equipment-PC, multifunction device, AV equipment, etc.
c) Excellent customer service skills and verbal communication skills.
d) Ability to use Excel, Word, PowerPoint as well as email.
e) Understanding of general office procedures.
f) Ability to work independently with minimal supervision and handle multiple tasks.
g) Familiarity with purchase order process.
h) Knowledge of web-based applications.
i) Ability to use effective time management skills
j) Responsiveness to customer requests/service issues
k) Development of work processes and elimination of unnecessary or redundant steps
l) Ability to interact with all levels within the company, regular interaction with external customers and vendors
m) Comprehensive understanding of departmental policies and procedures
n) Understand conference room assignments and scheduling process
o) Ability to accurately complete tasks within specified deadlines
p) Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management.
q) Ability to obtain closure on relevant issues.
r) Ability to lift 55 lbs.
Please send resume to diane.reichert@oracle.com. This position is available immediately.
Office Manager / Administrative Services Coordinator (Commercial Property Management)
The property management company for one of Fairfield County’s largest corporate parks is looking for an Office Manager / Administrative Services Coordinator for their Norwalk office. This is a varied role with room for growth, a chance to learn the industry, and to get involved in multiple facets of the business.
Duties will include but are not limited to:
- Taking inventory and ordering all supplies for the office
- Coordinating with Tech Support for all of the office’s IT/computer issues
- ‘Reception desk’ responsibilities, i.e. helping to answer phones and assist visitors
- Assisting with tenant questions/issues/requests
- Coordinating with the Field Service/Maintenance Crew
- Assisting with Billing/Accounts Payable
- Taking ownership and responsibility for renovation projects
- Reporting directly to Tenant Services Coordinator
- Assisting the Principal, Property Manager, Operations Manager, and Leasing Director as needed
- Ad hoc projects as needed
We’re looking for a candidate who has the following:
- College degree
- Minimum 3 – 5 years professional work experience
- Experience and/or interest in Property Management and/or Commercial Real Estate
- Organized
- Detail Oriented
- Analytical
- Customer service oriented
- Pro-active attitude
- Prior administrative experience helpful
We offer a competitive salary, medical/dental benefits, 401K, on-site Fitness Center. Please email a cover letter and resume to efarmer@merritt7.com.
Director of Sales – CT
Our client a leading company specializing building management systems seeks a Director of Sales. Our client develops systems that monitor and control HVAC, lighting and energy usage, helping organizations make long term energy efficiencies and save money. Our client continues to deliver great service and is supported by a strong technical support team. This Director of Sales will manage a sales team with the aim to increase branch sales and margins. The right candidate will have experience selling in the building industry with a HVAC, lighting or energy management background. Strong sales leadership skills with experience of selling to building owners and managers and working alongside a host of industry professionals.
Role and responsibilities
- To develop and implement long term sales goals to increase sales and revenue.
- To plan, anticipate and forecast monthly sales goals and put together sales reports
- Day to day planning of sales projects/ accounts
- Be involved in management and leadership of the branch by participation in setting on branch goals
- Responsible for hiring, coaching and training of sales staff
- Working with operations to ensure projects are being executed on time and in budget and providing communication and feedback from operations
- Developing marketing initiatives by identifying and growth areas and targets
- Networking and participating in industry events
- Responsible for ensuring branch policies and procedures are followed and responsibility for gaining necessary approvals
- Ensuring documentation is complete and booking package approvals
- Ensuring that all contract terms are reviewed correctly as well estimates before bidding
- Responsible for preparing and review of sales incentive reports
Requirements
- 5-10 years of building management systems experience
- 2-3 years of sales management experience
- Bachelors level degree
- Experienced in the strategic sales process.
Nita Lad
nita@reitmanpersonnel.com
REITMAN PERSONNEL
469 West Main Street
Branford, CT 06405
Phone: 203.488.6944 Fax: 203.488.2012
REITMAN PERSONNEL SERVICES IS AN EQUAL OPPORTUNITY EMPLOYER
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