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
