Administrative Business Partner

About the Role

Reporting to the Head of HR and Administration, the Administrative Business Partner plays a key role at Cast Connex (CCX) providing support ensuring the efficient operation of our offices. At CCX, we know how much this position contributes and how much this role matters. We know that a company’s Admin is very often tasked with culture-related responsibilities, being the first line of contact (internally and externally), a gatekeeper for important information, and at times, a mind reader! We’re looking for a candidate who wants to practice their strong administrative craft in an organization that genuinely appreciates your ability, passion, and love of all things administrative!

About You

Our ideal Administrative Business Partner,

• Most importantly, truly loves what they do!
• Is a passionate master multi-tasker with excellent written and verbal communication skills, the ability to think analytically, prioritize, possess quality client service skills, while bringing a positive attitude and approach to a collaborative team environment.
• Is able to work independently while managing multiple priorities.
• Enjoys building strong relationships between internal and external stakeholders that will support our work.
• Is a master of discretion in handling company and client information.
• Is professional, welcoming, and attentive while also being accurate and enthusiastic about the key contributions your work delivers.
• Is always prepared and responsive, self-motivated, creative, and willing to meet each challenge directly. You are proactive, coachable, and always striving to create a positive experience.

Duties and Responsibilities

• Support Supply Chain Manager with freight quotes (in multiple currencies), sending samples to vendors, facilitate payments to supplier Accounts Payable, and assist with quality reporting.
• Create attendance certificates and log AIA credits for attendees of marketing seminars provided by Cast Connex throughout North America.
• Facilitate organization and arranging catering for lunch and learn sessions for Technical Sales Team located across multiple regions and time zones.
• Look after bank deposits and collect bank drafts as needed.
• Answer general inquiries via phone/email.
• Office environment maintenance, including but not limited to ordering office supplies, anticipating office needs (e.g., supply inventory, kitchen needs, etc.)
• Assist in the organization and coordination of some external meetings across locations and regions to support the Technical Sales team.
• Organize and coordinate annual sales meeting and staff events.
• Provide occasional Salesforce.com support to Technical Sales team.
• Sort/distribute mail/courier packages accordingly and set up courier packages to be sent out, receive deliveries, and track all out-going mail.
• Monitor phone system and users, administer passwords, and check company voicemail.
• Organize travel/flights/hotel/booking cars/activities for colleagues.
• Expense report assistance, as needed.
• Support as point of contact for external vendors (IT, Finance, etc.).
• Ad hoc tasks required to support team members and office maintenance.

Technical Capabilities

• Outlook, Word, Excel, and Microsoft Teams
• Familiarity with QuickBooks, Monday.com, and Salesforce.com is an asset.
• Have a strong understanding and infinite curiosity for technology and use it effectively to do the job, solve problems, and think creatively to improve efficiency through digital assets and applications.

Qualifications

• 5+ years proven experience in an administrative capacity or in a similar role.
• Applicable Post Secondary education would be an asset.
• A combination of experience and education will be considered holistically.
• Experience in the AEC industry, Operations, and report writing would be an asset.