Business Operations Assistant

3 weeks ago

Ottawa, Ontario, Canada Invest Ottawa Full time
JOB SUMMARY:
The role involves managing procurement by collecting quotes, documenting processes, obtaining approvals, and generating purchase orders while tracking shipments and coordinating with vendors. Responsibilities include maintaining and updating asset and software license databases, collaborating with Finance to issue client invoices, and assisting with quote generation. The position supports operations by drafting policies and procedures, organizing tours, demonstrations, events, and training sessions, and handling daily tasks such as prepping meeting spaces, ordering supplies, and light cleaning. Additional duties include managing documentation on SharePoint, monitoring client records, enforcing health and safety guidelines, conducting safety briefings, and contributing to the internal newsletter. The role also oversees track bookings, facilities management, and CRM updates while managing client intake, tenant requests, and documentation. Supporting travel arrangements, expense reports, project coordination, and ad hoc tasks to enhance team efficiency are also key aspects of this position. The Business Operations Assistant will report to the Director of Operations and will collaborate closely with the Business Operations Manager and the Area X.O team.

WHAT YOU WILL BE DOING:

- Procure equipment and supplies by collecting quotes, documenting processes, obtaining approvals, and generating purchase orders.
- Track shipments of equipment and supplies and follow up with vendors as required.
- Maintain and update asset and software license databases through tagging and data entry.
- Collaborate with Finance to issue and send invoices to Area X.O clients.
- Assist in generating quotes for Area X.O clients as needed.
- Draft and update policies and procedures to ensure safe and efficient operations at Area X.O.
- Organize, prepare, and execute onsite tours, demonstrations, testing, events, and training sessions at Area X.O.
- Support day-to-day operations, including prepping meeting spaces, organizing equipment, light cleaning, and ordering office supplies.
- Manage file organization and document storage on SharePoint.
- Monitor and maintain client documentation, including insurance and lease expiration records.
- Enforce Area X.O health and safety guidelines; attend health and safety committee meetings to ensure compliance.
- Provide client safety briefings and ensure adherence to safety protocols for onsite projects.
- Assist with reporting and contribute to the Area X.O content for the internal monthly newsletter, Monthly Live Buzz.
- Manage track bookings and send weekly updates on Area X.O activities.
- Assist the Area X.O team with travel arrangements, expense reports (via Certify), and other ad hoc tasks to improve team efficiency.
- Serve as the primary support for project coordination and execution.
- Oversee facilities management, including maintenance and addressing tenant requests.
- Update and maintain CRM records and make necessary changes.
- Manage client intake and coordinate calls with potential leads.
- Manage client and tenant documentation such as contracts, insurance and expirations.

WHAT YOU HAVE ACCOMPLISHED/GAINED THROUGHOUT YOUR CAREER:

- Bachelor's degree in Business Administration, Operations Management or proven work experience in a similar position.
- Very organized, pays close attention to details, and proactively follows up.
- Demonstrated team building and communication skills; 1 year of experience in a similar role.
- Excellent interpersonal and communication skills to engage with clients, partners, and cross-functional teams.
- Strong computer skills; Experience with MS Dynamics 365 (SharePoint, Excel, PowerPoint, CRM Tools).
- Experience with project coordination is an asset.
- Familiarity with health and safety standards and compliance requirements is an asset.
- Knowledge of precision agriculture, robotics, or advanced technology development is an asset.

WORK EXPECTATIONS:

- Will occasionally need to work outdoors in various types of weather to support the organization, preparation, and carrying out of onsite tours, demonstrations, testing, events, and training sessions at Area X.O.
- May be requested to lift and carry equipment up to 20 pounds occasionally.
- This position will be required to work onsite at Area X.O a minimum of 3-5 days per week and as required for tours, demonstrations, testing, events, and training sessions.

Do you have some of these skills but maybe not all? We still encourage you to apply as we would love to review your unique application and learn more about you

At Invest Ottawa and Bayview Yards, we know that diversity, inclusion and a sense of belongingness are critical success factors for globally competitive organizations and are required to drive sustainable wealth creation and prosperity across our region. We prioritize the creation of an inclusive culture and infuse diversity into our programs, operations and governance. As an equal opportunity employer that doesn't simply accept difference but celebrates, supports and thrives because of it, we invite all qualified candidates to apply, and especially encourage those who identify as members of underrepresented groups.

Invest Ottawa and Bayview Yards are determined to provide a barrier-free work environment, starting with the hiring process. If you require accommodation during any phase of the evaluation process, please contact hr@investottawa.ca to request specialized accommodation. Do know, all information received in relation to accommodation will be kept confidential.

At Invest Ottawa and Bayview Yards, we are focused on doing better and committed to leading by example because it's what's best for us, our culture and our community.

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