Administrative Assistant

Job Posting: Administrative Assistant

Location: Sherwood Park, Alberta (Head Office)

Position Type: Full-Time, Permanent

About Apex Geomatics

Apex Geomatics is a 100% Indigenous-owned civil engineering field services company delivering geomatics, materials testing, and geotechnical engineering services across Canada.

We specialize in complex, large-scale projects, leveraging cutting-edge technology and industry expertise to deliver reliable, high-quality results. At the heart of our work is a strong commitment to safety, Indigenous values, mentorship, and work-life flexibility.

We believe in investing in our people and fostering an inclusive, supportive environment where talented individuals can grow, thrive, and build rewarding, long-term careers.

Position Overview

Apex Geomatics is seeking a professional, organized, and detail-oriented Administrative Assistant to support our head office, management, and project teams.

Reporting to the Administrative Manager, this position plays a key role in daily office operations, including front desk reception, travel and accommodation coordination, HR administration, workforce mobilization, and accounting support.

As a primary point of contact for visitors and incoming inquiries, the ideal candidate brings strong communication and organizational skills, a positive attitude, and the ability to manage competing priorities in a fast-paced, team-oriented environment.

Key Responsibilities

Reception & Office Administration

- Manage front desk reception, welcome visitors, answer incoming calls, and respond to general inquiries.

- Maintain a clean, organized, and professional office environment, including reception and common areas.

- Provide general administrative support, including document preparation, data entry, scheduling, filing, and office supply coordination.

- Prepare and maintain reports, spreadsheets, and administrative records.

- Coordinate local errands, office supplies, and operational support requirements.

Travel Coordination

- Coordinate employee travel, accommodations, and workforce mobilization in accordance with project requirements.

- Manage travel bookings, itineraries, schedule changes, and related communications.

- Resolve routine travel issues and coordinate adjustments to minimize operational disruptions.

HR & Accounting Support

- Participate in the hiring process by aiding in the recruitment, pre-screening, scheduling support and onboarding of employees.

- Assist with onboarding and mobilization coordination.

- Assist with the exit process for departing employees.

- Assist with payroll preparation, including collecting and verifying timesheets and employee hours.

- Provide administrative support for accounts payable, accounts receivable, and expense tracking.

- Assist with financial data entry, document organization, and recordkeeping.

- Prepare and maintain spreadsheets, reports, and other accounting-related documentation.

- Provide general administrative assistance as required.

Knowledge & Experience

- Previous experience in office administration, reception, human resources support, or a related administrative role is preferred

- Familiarity with payroll systems, Human Resources Information Systems (HRIS), or employee management software is considered an asset

- Experience coordinating employee travel, accommodations, or workforce mobilization is an asset

- Exposure to payroll preparation, accounts payable, accounts receivable, or expense tracking is considered an asset

- Experience maintaining confidential employee, financial, or business records is preferred

- Familiarity with administrative procedures, document management, and general office operations

Qualifications & Experience

- Previous experience in office administration, reception, or a related administrative role is preferred.

- High school diploma required; post-secondary education in business or office administration is an asset.

- Proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.

- Strong organizational, time-management, and multitasking abilities with excellent attention to detail.

- Excellent written and verbal communication skills with a professional, customer-focused approach.

- Ability to work independently, take initiative, and adapt to changing priorities.

- Demonstrated professionalism and discretion when handling confidential information.

- Experience with travel coordination, HR administration, payroll, or basic accounting is considered an asset.

- Familiarity with HRIS, payroll systems, or employee management software is an asset.

- Valid Class 5 driver's licence and access to a vehicle required.

Why Join Apex Geomatics?

- Career Development Opportunities – Gain valuable exposure to administration, human resources, payroll, accounting, and project operations while developing your professional skills

- Work-Life Flexibility – Benefit from a regular weekday schedule that supports a healthy balance between work and personal commitments

- Collaborative Work Environment – Join a supportive team that values professionalism, teamwork, accountability, and individual contributions

- Comprehensive Benefits Package – Comprehensive medical, dental, and extended health benefits package, along with a competitive company-matched RRSP program

- Meaningful Contribution – Play an important role in supporting the employees, management, and project teams responsible for delivering high-quality services in Canada