Administrative Specialist for Deal Management

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Employer: Oracle
  • Customer Support - Client Service
  • Internship
  • Administrative Assistance
  • Job type: full-time
    Job level: 0 - 1 years of experience
  • Updated at: 20.10.2017
    Short company description

    Explore Oracle and become our next great hire!

    With more than 420,000 customers - including 100 of the Fortune 100 - and with deployments across a wide variety of industries in more than 145 countries, Oracle offers a comprehensive and fully integrated stack of cloud applications, platform services, and engineered systems.

    Currently counting over 4100 employees in the Bucharest and Iasi offices, Oracle Romania has been prominently listed as one of the „Most Desired Employers” in the local market over the last 6 years, including the top rank for the past 3 years.

    Oracle is a key contributor globally to IT education through its Oracle Academy Program. Oracle Academy currently supports 664 institutions and over 52,000 students in Romania. In 2016 we are training 200 teachers in Java Fundamentals and Java Programming.

    Beside key administrative functions for customers, partners and Oracle organizations, Romania is also home for core development centers and teams helping customers to realize successful IT projects. To name a few:
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    Oracle is constantly recruiting for a variety of departments, looking for talented candidates with both technical and non-technical background. The ideal candidate would be the one with high potential and ability to learn and adapt quickly to a fast changing, innovative and demanding environment. If you’re looking for insight into life at Oracle, explore our culture, or want to join the social conversation, check out our Oracle Facebook Community.


    Role Overview:

    The Admin Specialist is offering all needed support to EMEA Deal Management managers and employees, assisting in office needs and managing the departments’ general administrative activities. Apart from the daily admin tasks, is also involved in low to medium complexity projects ensuring the smooth running of the department.

    Our new colleague will be friendly, energetic, organized, resourceful and adaptable to a fast changing pace. We will instead welcome him/her into an open and supportive work environment, highly professional and with excellent work ethics.

    The role is complex in the sense that it contains a mix of routine, administrative work, as well as opportunities for taking on more challenging tasks.

    Work is generally of a confidential nature.


    Main responsibilities and activities:

    Is responsible for office logistics such as:

    Raises and manages Purchase Orders for the department (office supplies, catering), ensures delivery and follow up on invoice payment, fills in expense claims and provides details regarding the department expenses upon request from management
    Introduces new suppliers in the iProcurement environment
    Is responsible for organizing internal or external visits and/or events: catering, booking rooms, travel and accommodation arrangements such as pickup, travel (taxi arrangement, hotel accommodation, etc.)
    Is point of contact for Labor Protection for the entire department: cooperates with the responsible facilities department contact person, distributes labor protection files and communicates with managers regarding updates and required actions
    Works with Facilities team to ensure desk and logistics and location, coordinates office space, systems, and facilities installations or similar changes for the Deal Management team
    Daily mail and correspondence management, point of contact for orders pick-up and distribution

    Is involved in support activities that are specific to department needs:

    Supports managers with raising and managing POs for contractors joining the team and is main point of contact for the staffing company providing the contracted employees
    Ensure HW/SW compliance according with Oracle policy: .: recurrently runs reports on Laptop Compliance, shares with managers and follows up on pending items; ensures retiring and replacing laptops etc.
    Undertakes ad hoc projects, research and collate information as required
    Maintains and updates various internal pages upon request
    May coordinate activities between departments and outside parties
    Supports the training department with administrative tasks such as booking rooms, ordering materials, entering trainings in the training tool, and may also deliver trainings for new employees

    In addition to the above, performs any other tasks as assigned by direct manager, relevant to the scope of the role.

    Education and Experience

    University Degree education preferred
    Previous experience in a similar role would be a plus


    Excellent command of spoken and written English
    Very organized and excellent communication style
    Ability to prioritize work, tackle multiple tasks and capable of working into tight deadlines
    Easily adaptable to change
    Open and willing to take on new projects
    Ability to solve problems and propose solutions with minimal direction in a fast paced environment
    Demonstrated collaborative skills
    Familiar with Microsoft Office (Word, PowerPoint, Excel)
    Excellent work ethics
    Ability and willingness to manage a multitude of tasks with varying levels of complexity

    Job Complexity & Impact:

    Job assignments may include non-standard and moderately complex activities
    Requires Systems use (iSupport, purchase orders, approvals, expenses, meeting room reservations etc.)
    Judgment and initiative are required to complete assignments.