Real Estate and Facilities - Senior Business Analyst, JAPAC

Overall Position Narrative

Provides programs to improve operational efficiency, consistency, and compliance in support of RE&F's (Real Estate and Facilities) financial and business objectives. Develops, communicates, delivers and trains the organization on business practices and processes, including implementation of new processes and procedures.

Serve as a liaison with other divisions such as Finance, Contracts, HR, Legal, Shared Services, Accounts Receivable, Purchasing, and Risk Management in an effort to ensure accurate and timely transaction processing. Collect, input, verify, correct, and analyze data to measure key performance indicators / actual versus business objectives. Provide updates to management regarding budget to actual, informing them of deviations and opportunities. Provide management with economic impact and compliance issues surrounding key business decisions and/or deals. Communicate Oracle Business Practices to the organization and monitor process and approvals for full compliance.

Work involves problem solving with assistance and guidance in understanding and applying company policies and procedures. Attention to detail is critical. Ability to collect, organize, and display data in spreadsheet format. Follow-through skills necessary to get information from internal and third parties and have data errors/omissions corrected. Relationship management skills strongly desired. Strong written and verbal communication skills to interact with management and various internal stakeholders desired. 8+ years relevant work experience.

Detailed Scope of Responsibilities

General

• System and process improvement by studying current business functions, gathering information, evaluating requirements, identifying issues and designing modifications
• Process simplification to ensure that internal stakeholders understand this through construction of workflow charts and roles and responsibilities matrix
• Project management including project requirements definition, key milestones, tracking, resolving issues, progress reporting, risk reporting and change management
• Create informative, actionable and repeatable reporting that highlights relevant business trends and opportunities for improvement
• Conduct insightful, ad hoc analyses to investigate ongoing or one-time operational issues
• Prepare related communication and reports for internal publication
• Conduct process / system training as required
• Support Special Projects and other RE&F Operations related tasks as directed by the Operations Director

Finance and Portfolio Planning

• Divisional Process Owner (DPO) for Unifier Operating Budgets (OPEX) and Asset Management for JAPAC responsible for all aspects of RE&F Unifier for JAPAC. Responsibilities include:-
  • Regional point of contact to help administer asset management process and setup for JAPAC.
  • Work with the Global DPO for Unifier Opex to ensure:-
    • total knowledge of Unifier's business processes for budgeting
    • responsible for all communication, training, and support including all roles and executives
    • all roles are filled and trained
    • any exceptions to the global best practices and/or business processes are communicated, addressed and managed
    • act as Triage, Dispatcher and Analyst for all Service Tickets for their region within My Help
    • review regional enhancement requests and advance as appropriate to Budget GPO
    • First line of support to all Budget Directors
    • Understand regional challenges and any local requirements
• Capital Plan Administrator for Unifier Capital Projects. Responsibilities include system administration and reporting.
• RE&F Headcount tracking and reporting.
• JAPAC Portfolio reporting utilizing Oracle internal systems as maybe required

Purchasing/Vendor Management

• Liaison point between RE&F and internal stakeholders in providing assistance to RE&F in resolving vendor related systems and process issues
• Support the implementation of the RE&F Sourcing and Vendor Management Process. Identify improvement opportunities and risks, develop training and support any changes rollout across the RE&F organization. Responsibilities may include:-

• • Working with Facilities Managers / RE&F in developing RFPs and SOW for various commodities and services. Assist in vendor evaluations
  • Organize Supplier Operations Reviews / Quarterly Business Reviews. Track vendor performance and issues resolution

Key Competencies:

• Process Improvement
• Proactive
• Data Analysis
• Teamwork
• Written and Verbal Communication
• Strong Presentation Skills
• Works well under pressure
• Problem Solving
• Planning and Execution
• Honesty and Integrity
• Relationship Building
• Attention to detail
• Excellent organizational skills and follow through on task assignments
• Ability to work independently with minimal supervision and handle multiple tasks
• Good interpersonal and conflict resolution skills exercised in a reasonable, fair, and consistent manner
• Ability to manage multiple projects at one time, while emphasizing accurate completion within specific deadlines
• Excellent use of Excel, Word, PowerPoint as well as email
• Responsiveness to customer requests and service issues

Educational Background: Bachelor's degree preferably in accounting, finance, statistics, or economics.

Detailed Description and Job Requirements

Provide building and office management services for economy of operation and maximum usage of facilities and equipment. Work with external vendors to develop and implement facilities plans. Review vendor contracts, onsite vendor performance, timely work order completion, and construction related activities. Participate in collaborative space planning efforts with internal resources and user groups. Prepare and monitor annual property budget and other related costs in facility planning. This position will interface with both senior management as well as individual contributors.

As a member of our Real Estate and Facilities team, you will assist the building or office manager in all aspects of daily operations. This may include managing Oracle's office space and equipment. Ensure adherence to company guidelines, processes and building and safety codes. Obtain, review and estimate design costs including equipment, installation, labor, materials, and preparation. Prepare annual budget. Conduct benchmarking.

Leading contributor individually and as a team member, providing direction and mentoring to others. Work is non-routine and very complex, involving the application of advanced technical/business skills in area of specialization. May have project lead role. Applies professional, technical, and operational depth and experience to continuously improve service quality. Good communication skills and familiarity with email and MS Office applications is essential. After hours contact for facilities emergencies, accessible via phone or pager. Degree, relevant certification or equivalent with 8 years prior facilities management or assistant property manager experience preferred.