Is Oracle’s award-winning Real Estate and Facilities team looking for you? We are a group of dynamic, innovative, diverse individuals striving to provide the best work environment and customer service to our colleagues in our downtown Toronto-Front location. We provide a modern workspace with an emphasis on our co-workers’ success. In this role, we are seeking a team member who is adaptable and committed to curating an excellent workplace experience. This position is much more than a standard administrative assistant position, because it’s not just about sitting at the “front desk”. Not only will you interact with senior leaders, colleagues, vendors and others, but you will learn and use cutting edge technology from the leader in cloud services.

The Administrative Assistant position will provide daily support to approximately 300 employees at our leased facility comprised of 40K square feet. This office is located in downtown, 5 minutes from Union Station – Go Transit Rail Line and the TTC Subway Line. The building is next door to the Metro Toronto Convention Center (North Building) with a variety of restaurants nearby. Adjacent to us is the CN Tower, Roger Center and Ripley’s Aquarium.

Responsibilities include but are not limited to\:

• Open the reception area promptly at designated opening time and secure the reception area after closing time.
• Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
• Greet visitors and assist with sign-in in accordance with security policies.
• Function as a liaison for local vendors (couriers, shipping vendor, and property manager) as well as for internal groups.
• Coordinate service requests with property management and/or external vendors. 
• Sort and distribute incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.
• 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. 
• 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. 
• Seek to identify cost effective purchasing alternatives. 
• Manage conference and demo rooms. 
• Proactively ensure the facility is well maintained to include furniture repairs, cleaning, etc. 
• Participate in annual budget and purchase order process. 
• Submit quarterly purchase order reports; ensure no overbills occur. 
• Assist with new hire set up as needed. Acquaint new employees with office procedures. Assist in office moves. 
• Assist the Facilities Specialist/ and or Facilities Manager with administrative tasks on an as needed basis. 
• Arrange for service on office equipment; communicate with vendors to achieve a timely response.

!|!Provides clerical support within any of a variety of departments. Supports an SVP or below.

Perform clerical duties to relieve division staff and/or team members of all clerical details. Screens calls and takes messages Maintains filing systems. Composes and types routine letters, reports, and other material. Prepares and tracks expense reports and purchase requisitions. Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software. Makes travel arrangements and manages calendar. Arranges internal/external meetings and catering needs. Maintains organization charts and distribution lists. Manages and tracks assets. Acts as an information source on organization policies and procedures. Works with other administrative personnel.

Works on assignments that are semi routine in nature where the ability to recognize deviation from accepted practice is essential. Follows standard practices and procedures. Normally receives detailed instructions on routine work and new assignments. Demonstrated strong organization skills and attention to detail. Ability to multitask and meet deadlines. Able to maintain confidential information. Professional phone manner and interpersonal skills. Use of word processing application and office equipment. BA/BS degree or equivalent 1 - 2 years of related experience.!|!