Business Operations Assistant

BUSINESS OPERATIONS ASSISTANT

INVEST OTTAWA -AREA X.O

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.

*This position will be required to work onsite at Area X.O minimum 3-5 days per week and as required for tours demonstrations testing events and training sessions*

WHAT YOULL 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

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

WHAT YOU HAVE ACCOMPLISHED/GAINED THROUGHOUT YOUR CAREER:

Bachelors 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 Minimum 1 years 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.

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! Invest Ottawa is strongly committed to promote equity diversity and inclusion in the workplace. We invite and encourage applications from all qualified individuals including members of racialized groups Indigenous peoples persons with disabilities persons of any sexual orientation and persons of any gender identity or gender expression.

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 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 its whats best for us our culture and our community.