JOB DETAILS
1) Disposition:
a) Work with leasing broker to dispose of excess lease and sublease space inventory.
b) Conduct broker meetings to track deals and issues.
c) Work with broker and counsel to review and approve the legal documents.
d) Work with Project Coordinator for senior management approvals of the economic and business terms of lease deal.
e) Work with Vice President to update reserves.
f) Work with agencies to determine disposition of furniture as related to the disposition of the space.
g) Work with various Oracle and other HQ REF departments to manage the “close-out” phase of the space or building in conjunction with the acquisition of a new company if that acquired company is moving to Headquarters.
2) Project Management:
a) Project manage construction of leased/sublease space that could range from constructing a demising wall to converting a single-occupant campus to a multi-tenant campus
b) Manage shell, site improvement and tenant improvement construction for office buildings, data centers, classrooms and other specialty areas as needed
c) Create, review and analyze real estate scenarios, i.e. lease, purchase, build alternatives. Prepare feasibility studies for all real estate scenarios as needed
d) Establish project budgets, operate within budget and reduce build-out costs whenever possible
e) Complete projects on schedule, including:
i) Turnover new space in move-in condition
ii) Coordinate new facility services and building services with the appropriate groups
iii) Oversee completion of maintenance manuals, as-built drawings, warranties and other requirements per project close-out list
iv) Provide final cost accounting for the project.
v) Co-ordination of Design.
vi) Project Manager selection. Appointment, and Contract for purpose of project management services.
vii) Budgeting and preparation of cost plans.
viii) Contract Management –Ensure Compliance of Oracle guidelines in all aspects of procurement payments contracts and close out.
ix) Review and Monitor-Construction related activities Through regular Review meetings and update as required
x) Manage Project Close out.
xi) Statutory approvals- Co-ordinate with various internal and external agencies to enable
xii) Approvals
f) Manage site improvement, building construction and tenant improvement projects. Order furniture and equipment for facilities.
g) Prepare project budgets and scope approval packages for India projects
h) Negotiate leases and ensure compliance with the lease and construction work letter during construction phases. Ensure adequate protection and key indicators are included in leases
i) Coordinate with Security, Corporate Services, Global IT, Cafes, and other groups to ensure smooth transition to any new space
j) Assist with close-out of any space vacated by Oracle.
k) Provide training to other Real Estate and Facilities staff i.e. preparing schedules, reading
construction documents, and overseeing construction projects
l) Review international leases, bids and contracts. Attend weekly conference calls for global projects
m) Manage project coordinator headcount.
3) Managerial
a) Manage all RE&F staff locally or for multiple sites.
b) Hire, train and manage temporary help as needed.
c) Submit timely, detailed monthly reports.
d) Contribute to Oracle’s positive corporate image.
e) Provide direction and guidance in promoting career development and growth to direct reports.
f) Encourage subordinates to track self-development/training progress.
g) Maximize resource utilization and delegation of tasks to RE&F support staff.
h) Establish, maintain job descriptions for all direct reports; review on an annual basis for accuracy.
i) Prepare and conduct performance appraisals annually.
j) Prepare annual salary recommendations.
k) When necessary, established detailed performance improvement plans by coordinating with HR.
l) Manage staff training requirements.
m) Conduct regular meetings with direct reporting staff to review Facilities operations for individual sites
n) Quarterly review of capacity planning with direct reports on different sites
o) Setting up department goals, development plans and identifying critical competencies for immediate reporting staff
p) Continually set and review performance expectations for each staff member
q) Providing training to direct reports on RE&F standard processes, procedures, technology tools required to be utilized
r) Creating & Maintaining good team spirit within RE&F
s) Streamline workflow; reduce process redundancy
4) Finance
a) Creating FY Budgets annually based on past year records, making sure to maintain the vendor information and other details in PBA
b) Tracking of approved budgets and reporting of same to VP of RE&F, thus making sure to stay within established Annual PO budget
c) Monitor office expenses and review against monthly expense transaction detail report; notify facility manager of any discrepancies or any unusual expenses.
d) Monitor the run rates are within approved budget by running Purchase Report (Sub-Account Report for PO Expenditures)
e) Create annual purchase orders and monitor monthly vendor payment
f) Benchmark specific spending categories against different locations by running PBA Benchmark report to identify cost savings/avoidance opportunities, to consolidate vendors so that we can negotiate volume discount/best terms in favor of Oracle, with external vendors
g) Making sure to Identify capital requirements during the budgeting planning process
h) Administer invoice disbursements, follow up & resolve unpaid/rejected invoices.
i) Seek to reduce overall office expenditures.
j) Solicit suppliers, request best pricing (Corporate mobile plan and mobile handsets/office equipment, services/calling card/IDD rate/conference call svs)
k) Minimize real estate expenses.
l) Provide cost information detail when requested.
3) Facility Management
a) Ensure that Real Estate & Facilities Space Guidelines is adhered to
b) Provide a quality work environment that enhances employee productivity.
c) Ensure operational effectiveness of all equipment.
d) Effectively manage all conference/demo room activities from overseeing conference scheduling using Oracle Calendar to equipment functionality and general conference room upkeep.
e) Making sure that all assets are well maintained to include furniture repairs, carpet cleaning, touch ups and replacements as needed.
f) Act as a liaison with the landlord, contractors, architects and other Oracle vendors or personnel.
g) Update space assignments into Oracle Property Manager monthly, making sure data is current and accurate as well as running reports to identify duplicate or missing assignments
h) Assign office space based on the APAC space guideline and career ranking.
i) Regularly liaise with LOB Heads to gather space requirements updates and seating plans
j) Communicate with PM regularly, providing him/her with planning information so that the update on capacity planning report, which is done on an as needed basis, will be accurate to follow up on projects. This also helps PM in developing stacking plans, if needed to.
k) Update office headcount report (headcount program)
l) Supervise the ordering of repairs and track office equipment servicing, including copy machines, printers, fax machines, and postage meters.
m) Maintain inventory of all facilities capital assets (cupboards, keys, office equipment etc) including owner, serial number and location; reconcile on an annual basis.
n) Liaise with Building Management on renewal of monthly/quarterly season parking, vehicle change request, as well as repairs and adjustments on as needed basis
o) Work with Finance on renewal of yearly property insurance and workman’s compensation
p) Renewal of yearly electrical installation licenses and fire extinguishers
q) Assist in organising company meetings or LOB meetings
r) Annually review the renewal of repair and maintenance contracts, including the upgrade of office equipment
s) Responsible for capital purchases, office expansions, small project requests & leasing issues
t) Prior to start of projects, assist in establishing preliminary space plans and identify alternatives; coordinate requirements, interact with various groups and collect information regarding headcount growth requirements, communicate move coordination requirements. Also assist in punch list items upon completion of projects.
u) Coordinate the entire office move from planning, issuing boxes/labels, distributing information, to final follow up to resolve outstanding move issues.
v) Obtain proper certificates of insurance for vendor related work (as needed).
4) Reporting
a) Submit Monthly Activity reports to Manager
b) Review property manager reports on a monthly basis to ensure that employees are being correctly charged for space and space assignments entered into the system are correct.
c) Maintain inventory of fixed assets (Oracle owned equipment) for all Oracle sites
d) Maintain by location a list of annual service/maintenance contracts.
e) Monitoring RE&F Headcounts and maintaining appropriate HC Ratios report
f) Review & maintain inventory of facility capital assets; submit corrections and write off assets that have been stolen or are no longer being used.
g) Establish annual purchase orders and monitor monthly payment of landlord variable expenses.
h) Respond to information requests, such as surveys, in a timely and accurate manner.
i) Ensure information posted on Real Estate and Facilities website is current.
5) Purchasing
a) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, arrange for new vendor setup, prepare check requests and route requests to appropriate management level for approval.
b) Establish and maintain annual service contracts for office equipment, AV equipment, carpet cleaning and supplemental HVAC units in accordance with purchasing policies.
c) Establish/Receive for all Facilities/office annual purchase requisitions for goods/services.
d) Make purchase recommendations to replace or retire office equipment.
e) Monitor maintenance of general office supplies (including supplies for office equipment).
f) Seek to identify cost effective purchasing alternatives.
g) Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
h) Coordinate all maintenance agreement schedules, renewals, payments and site visits
i) Train and guide new employees on iProcurement
j) Assisting in resolving invoicing issues with our corporate vendors.
6) Personnel
a) Orientate new employees to general office procedures and amenities
b) Work with cost center managers to make space assignments for new employees.
c) Improve employee morale and retention.
d) Assist HR as needed on employee/personnel issues.
e) Logistic arrangement for new staff and resigned employees (administrative)
f) Liaise with LOB Heads space requirements/assignment issues as well as obtain feedback with regards to Facilities and RE&F staff
g) Proactively seek feedback from internal customers
7) Safety / Security / Business Continuity Planning
a) Ensuring all Facilities adhere to Health & Safety Standard and practices
b) Educate employees regarding building and general office emergency procedures
c) Maintain security within office environment; work with corporate security on any theft incidents.
d) Interface with building security and local law enforcement to file police or theft reports.
e) Maintain and update security access badge system database, including printing of cards, also making sure that all the data are current
f) Monitoring and maintaining Telephone system, Extra Air Conditioning, Security systems and Fire Alarm System
g) Review office security system reports on regular basis.
h) Function as after-hours contact for alarm monitoring company as well as property management.
i) Maintain integrity of Oracle’s systems by quickly deleting voicemail, key card access, mailing distributions for terminated employees and maintaining confidentiality of information.
j) Work with Safety on any indoor air quality complaints or work environment issues. Notify HR and risk management as needed.
k) Participate in Emergency Response Activities for facilities with 200+ employees.
l) Develop and implement building emergency procedures in the case of power outages and water damage. Ensure processes essential to the facility/property’s operation are documented (Applies to Oracle’s building only). Else follow the building management’s ERAP.
m) Serves as a local crisis commander in planning & administration of business continuity program
n) Initiate and hold local LOB meetings with minutes provided to regional management and BCP Director.
o) Implementation of Crisis Management program in terms of creating wallet cards, organisation charts updates, maintenance of meeting place no, binder/CD, contact lists, 3N application population & testing as well as maintenance of collaterals (for Zone commanders only)
p) Annually conduct inter-LOB site-wide simulation (for Zone commanders only)
q) Coordinate local awareness fair for all staff, when budget permits
r) Responsible for invoking mass notification to Management Team when crisis strikes
Detailed Description and Job Requirements
Responsible for space planning, building, and office management services for economy of operation and maximum usage of facilities and equipment within an assigned geographic territory.
As a member of facility management you will oversee office services, facility management, and building related services for several locations and/or buildings. Manages the design, planning, construction, and maintenance of equipment, buildings, and other facilities. Plans, budgets, and schedules facility modifications, including estimates on equipment, labor, materials and other related costs. Oversees the coordination of building space allocation and layout; and facilities expansion. Provides quarterly space planning updates as well as reconciles monthly facility expenses. Participate in various committees/task forces and group goal planning as needed.
COMPANY DETAILS
Oracle