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