Administrative Assistant

Apex Geomatics Construction Surveyors Ltd; Sherwood Park; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Comprehensive benefits package

RRSP program

Job summary

Apex Geomatics is seeking an Administrative Assistant at our head office in Sherwood Park, Alberta. The role supports management, project teams, HR, payroll, and accounting tasks within a fast-paced environment.

You will handle front desk duties, travel coordination, onboarding and mobilization, and maintain financial records with accuracy, contributing to project success across Canada. A professional, organized approach and reliability are essential.

Qualifications

• Past office admin or reception experience is preferred.
• Familiarity with payroll systems or HRIS is an asset.
• Experience coordinating travel or workforce mobilization is an asset.
• Experience with accounts payable/receivable or expense tracking is an asset.
• Confidential data handling and discretion are important.

Responsibilities

• Manage front desk reception, greet visitors, answer calls, and handle inquiries.
• Maintain a clean, organized, professional office environment and files.
• Prepare reports, spreadsheets, and administrative records; data entry and scheduling.
• Coordinate local errands, office supplies, and operational support.
• Coordinate employee travel, accommodations, and mobilization aligned with project needs.
• Assist with recruitment, onboarding, payroll, HR administration, and accounting support.

Skills

Organizational skills

Communication

Multitasking

Customer service

Attention to detail

Education

High school diploma

Post-secondary in business/office admin

Tools

Microsoft Office

HRIS

Payroll software

Job description

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