IT Business Systems Analyst

Urbacon•Toronto, ON

42d•Onsite

About The Position

Urbacon is seeking a Business Systems Analyst (BSA) to serve as the functional bridge between business stakeholders, IT, and external vendors. This role is critical to improving how departments use enterprise applications such as Vista/Trimble, Procore, Monday.com, Power BI, Microsoft 365, Concur, and BambooHR, as well as emerging AI-powered tools (e.g., Microsoft Copilot and related automation capabilities). The BSA will lead business analysis, process improvement, application ownership, AI-enabled solution support, vendor relations, and cross-departmental workflow alignment. They will also provide Tier-2 (T2) application support and help build a strong training and documentation foundation across the organization. This role directly supports Urbacon’s digital roadmap and IT succession plan by reducing dependency on Tier-3 technical resources, strengthening organizational processes, and helping Urbacon continuously evaluate and modernize its technology stack.

Requirements

Strong business analysis and documentation skills.
Proficiency in process mapping (Visio, Lucidchart, BPMN).
Solid understanding of enterprise applications, integrations, and data flows.
Experience supporting or implementing systems such as: Vista/Trimble, Procore, Concur, Power BI, Microsoft 365, Monday.com, BambooHR.
Familiarity with AI-enabled productivity tools (e.g., Microsoft Copilot, AI features in M365 or line-of-business applications) and a strong interest in staying current as these evolve.
Proficiency with Excel and comfort working with data (filters, pivots, basic analysis); basic SQL or querying experience is an asset.
Understanding of APIs, system integrations, and interoperability.
Experience with support tools such as Desk365 or similar ticketing platforms.
Excellent communication and interpersonal skills; able to work with field staff, department heads, and executives.
Strong analytical and critical thinking abilities.
High attention to detail; organized and methodical.
Able to manage multiple tasks and priorities in parallel.
Comfortable with change and continuous learning, especially regarding AI and new system capabilities.
Proactive in identifying issues, tool overlaps, and opportunities for process or cost improvements.
Reliable, punctual, and committed to delivering high-quality work.

Nice To Haves

basic SQL or querying experience is an asset.

Responsibilities

Requirements Gathering & Business Analysis
Collaborate with stakeholders to understand business needs, workflows, and challenges.
Conduct interviews, workshops, and surveys to gather requirements.
Document functional, non-functional, and technical requirements.
Analyze business processes to identify inefficiencies, risks, and improvement opportunities.
Map existing and future-state workflows using Visio, Lucidchart, or BPMN tools.
Application Ownership & Tier-2 Support
Serve as the primary Tier-2 application support owner for enterprise systems, including: Vista/Trimble, Microsoft 365, SharePoint, Teams, Power BI, Procore, Monday.com, Concur, BambooHR, and other business platforms.
Manage escalations with vendors, monitor ticket trends, and validate fixes.
Ensure application configurations and integrations align with business needs.
Troubleshoot application issues, coordinate fixes, and track improvements.
Support onboarding activities that involve accounts, permissions, and application access.
Training Collateral & Documentation Governance
Develop and maintain standardized training materials, including:
Release notes
Onboarding guides
Quick reference job aids
Workflow documentation
Work with departmental “trainers/champions” to ensure training materials reflect real workflows (delivery of training remains within departments).
Keep all documentation current and aligned with evolving workflows and system capabilities.
Support application adoption and consistent usage across the organization.
Power BI & Business Intelligence Support
Own Power BI refresh schedules, data gateway health, and dataset monitoring.
Support Accounting and Project Management teams as they adopt Power BI dashboards.
Assist with data validation, troubleshooting refresh failures, and escalating technical issues.
Contribute to BI governance and quality standards as adoption grows.
AI & Emerging Technology Support
Stay current on AI and automation capabilities within Urbacon’s platforms (e.g., Microsoft Copilot, Power Platform, embedded AI features in ERP/CRM/HR tools).
Work with business units to identify practical use cases for AI (productivity, reporting, data entry reduction, workflows).
Help evaluate AI-related features and tools for fit, risk, and value, in coordination with IT and business leadership.
Support the rollout of AI-enabled features through requirements, training collateral, and change management.
Technology Lifecycle & Solution Review
Conduct ongoing and at least annual reviews of key applications and platforms to:
Assess new features and capabilities released by vendors.
Identify overlap between tools and opportunities to consolidate.
Highlight cost-saving opportunities by retiring or replacing underused or redundant solutions.
Recommend where existing tools may now meet needs that previously required separate systems.
Prepare clear comparison summaries and recommendations for IT leadership and business owners (e.g., “keep, enhance, replace, or sunset” decisions).
Maintain a view of the application portfolio and contribute to Urbacon’s technology roadmap.
Project Support & Change Management
Support system implementations and upgrades through:
Requirements definition
Issue tracking and change requests
Maintain a coordinated release cadence for small changes across enterprise applications.
Support organization-wide initiatives such as:
Trimble One Cloud migration
Monday.com CRM rollout
File governance & naming conventions project
M365 Optimization & Copilot adoption
MSP transition (Q1 2026) and related platform shifts
Testing & Quality Assurance
Develop and execute test plans for new features, updates, or integrations.
Coordinate user acceptance testing (UAT) and sign-offs.
Validate system changes against documented requirements and business expectations.
Work with IT and vendors to ensure updates are stable and reliable before broad rollout.
Cross-Departmental Collaboration & Communication
Act as a liaison between business users, IT, Finance, HR, Construction Operations, and external vendors.
Translate technical and AI-related concepts into business-friendly language.
Provide structured communication, status updates, and documentation during project work.
Ensure processes and applications remain aligned with business goals and governance standards.
Secondary (Escalated) Responsibilities
(These are not daily tasks; they occur only when escalated or during high workload periods.)
Desktop Support (Tier-2 escalate only): Address complex issues escalated from Help Desk.
Active Directory: Support group membership changes and account maintenance when required.
File Server / SharePoint Permissions: Assist with access requests and structure reviews.
PBX Administration: Basic troubleshooting and coordination of changes (ahead of cloud PBX migration).
Cloud Applications (Azure, SharePoint, Exchange Online): Assist with user access, permissions, and configuration under direction from IT.