Administrative Assistant

Systemex Industries Conseils; Laval (administrative region); Hybrid; CAD 40,000 - 60,000; Full time

Benefits offered by this job

Flexible hours

Remote work option

Health benefits

Professional development

Job summary

Systemex Group is seeking an Administrative Assistant to support daily office operations across multiple departments. Reporting to the Finance Director, you will help ensure smooth processes, accurate records and efficient coordination of office, project and accounting activities.

You will manage records, travel logistics, vendor coordination and financial entry tasks while assisting with accounts payable and receivable in a bilingual environment.

Qualifications

• Post-secondary diploma in administration, accounting, finance, business administration or a related field.
• 3–5 years of experience in administrative support, accounting clerk, office coordination or similar role.
• Experience with accounts payable, expense management, basic accounting principles and ERP systems; Maestro is an asset.
• Strong proficiency with Microsoft 365, especially Excel, Word and Outlook.
• Excellent organization, attention to detail, customer service and bilingual communication skills, with ability to manage multiple priorities and take initiative.
• Proficiency in French is mandatory; proficiency in English is also required.

Responsibilities

• Manage daily office administration, supplies, equipment, business cards and vendor coordination.
• Coordinate travel, accommodations, logistics, trade shows and employee events.
• Create, update and maintain company records, files, documents, procedures and internal materials.
• Create and close projects in the ERP system, maintain data accuracy and support financial data entry.
• Assist with accounts payable, accounts receivable, supplier follow-ups, month-end documentation and filing of financial records.

Skills

Bilingual communication

Organizational skills

Attention to detail

Customer service

Multi-priority management

Education

Post-secondary diploma in administration/finance

Tools

Maestro ERP

Microsoft 365

Excel

Word

Outlook

Job description

About Systemex Group

Systemex Group is a growing global organization bringing together complementary expertise in industrial automation and industrial consulting. We help our clients grow and improve customer satisfaction and financial performance through automation, productivity, reliability, operational performance, and the successful delivery of complex projects.

Our Organization Is Comprised Of Two Divisions

• Systemex Automation (SA) – Delivering innovative automation, robotics, control systems, digital manufacturing, and warehouse automation solutions with 24/7 customer support.
• Systemex Industrial Consulting (SIC) – Providing lifecycle services focused on operational readiness, commissioning, asset management, maintenance and reliability, workforce solutions, and operational excellence.

With over 120 employees and ambitious growth objectives, Systemex is committed to building scalable processes, fostering innovation, strengthening governance, enhancing cybersecurity, and leveraging Artificial Intelligence (AI) to deliver greater value to our employees and clients.

This opportunity is part of Systemex Automation (SA)

SA is an engineering and automation integration firm delivering innovative solutions for manufacturing, warehouse automation, and industrial process industries.

Our Multidisciplinary Team Combines Expertise In Automation, Robotics, Electrical Engineering, Mechanical Engineering, Software Development, And Systems Integration To Deliver Turnkey Solutions. Our Work Spans Five Key Areas

• Custom Projects
• Standard Automated Modular Cell Solutions
• Warehouse Automation
• Software Services & Products
• Industrial Digital Solutions

As we continue to grow, we are looking for passionate, innovative, and entrepreneurial individuals that enjoy solving complex technical challenges and making a meaningful impact.

About The Role

We are looking for an Administrative Assistant to support daily office operations and provide administrative, logistical, and financial support across multiple departments. Reporting to the Finance Director, you will help ensure smooth internal processes, accurate records, and efficient coordination of office, project, and accounting activities.

What You’ll Do

• Manage daily office administration, supplies, equipment, business cards and vendor coordination.
• Coordinate travel, accommodations, logistics, special projects, trade shows and employee events.
• Create, update and maintain company records, files, documents, procedures and internal materials.
• Create and close projects in the ERP system, maintain data accuracy and support financial data entry.
• Answer incoming calls, respond to general inquiries and act as a resource for administrative policies and procedures.
• Prepare letters, reports, presentations and other documents using Microsoft 365.
• Support finance, procurement and other departments, including expense reports, purchase orders, invoices and administrative expenses.
• Assist with accounts payable, accounts receivable, supplier follow-ups, month-end documentation, reporting and proper filing of financial records.

What You Bring

• Post-secondary diploma in administration, accounting, finance, business administration or a related field.
• 3 to 5 years of experience in administrative support, accounting clerk, office coordination or a similar role.
• Experience with accounts payable, expense management, basic accounting principles and ERP systems; Maestro is an asset.
• Strong proficiency with Microsoft 365, especially Excel, Word and Outlook.
• Excellent organization, attention to detail, customer service and bilingual communication skills, with the ability to manage multiple priorities and take initiative.
• Proficiency in French is mandatory. Proficiency in English is also required in order to communicate effectively with internal clients and partners located outside of Quebec.

Why Join Systemex Automation?

• Work flexibility, including flexible hours and remote work;
• Competitive compensation, insurance, health spending account, telemedicine, and group RRSP;
• Professional development and support, including training through the LMS, professional order membership reimbursement, and safety boot reimbursement;
• A welcoming work environment with electric vehicle charging stations, a social club, BBQ events, coffee area, indoor and outdoor bike storage, and on-site sports activities.

We are committed to equal employment opportunities and an inclusive workplace for all.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us. Your personal information is handled in accordance with applicable privacy legislation, including Quebec's Law 25 where applicable.