Job Posting: Administrative Assistant

Location: Sherwood Park, Alberta (Head Office)

Position Type: Full-Time, Permanent

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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 solid 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 & General Administration

- Manage front desk reception duties, including professionally greeting and welcoming clients, prospective employees, visitors, and other individuals attending the office
- Answer and manage incoming calls through the company telephone, respond to general inquiries, and direct calls or messages to the appropriate personnel in a courteous and timely manner
- Ensure visitors attending meetings, interviews, or other appointments are welcomed, appropriately directed, and provided with a positive and professional experience
- Maintain the general cleanliness, organization, and presentation of reception areas, meeting rooms, common areas, and shared office spaces to ensure a welcoming and professional environment
- Complete local errands for office and field supplies, tools, and equipment
- Support day-to-day office functions, including document preparation, data entry, office supply inventory, and courier/mail coordination
- Assist with internal communications, scheduling, and meeting logistics
- Prepare and maintain reports, spreadsheets, and internal administrative records
- Perform other related administrative duties as reasonably assigned

- Travel Coordination





- Coordinate employee travel and accommodation arrangements in accordance with project requirements, approved schedules, and company guidelines
- Research and arrange cost-effective travel and accommodation options while considering operational requirements and employee needs
- Prepare and distribute travel itineraries, booking confirmations, and relevant instructions to employees and applicable stakeholders
- Maintain travel records, including reservations, cancellations, and schedule changes
- Respond to employee travel inquiries and coordinate necessary adjustments in a timely manner
- Communicate travel-related changes to all affected parties
- Identify and escalate booking conflicts, travel disruptions, or circumstances that affect mobilization

- Human Resources 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.

- Accounting Administration

- 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

Required Skills & Qualifications

- High school diploma required; post-secondary education in business administration, office administration, or a related field, or relevant certifications, is considered an asset




- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams
- Excellent written and verbal communication skills, with a professional and courteous approach
- Strong organizational and time-management skills, with the ability to prioritize tasks and manage competing deadlines
- Exceptional attention to detail and a commitment to maintaining accurate records and documentation
- Strong interpersonal and customer service skills, with the ability to build positive working relationships with employees, visitors, clients, and external stakeholders
- Ability to work independently, demonstrate initiative, and contribute effectively within a collaborative team environment
- Adaptable and proactive approach, with the ability to respond effectively to changing priorities in a fast-paced workplace
- Demonstrated professionalism, discretion, and accountability when handling confidential information
- Dependable, positive, and service-oriented approach to work, with a willingness to learn and take on new responsibilities
- Valid class 5 driver’s licence and vehicle

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

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How to Apply

Ready to advance your career with a stable, technology-driven industry leader?

Submit your resume and cover letter, highlighting your major project experience, through the Apex Geomatics Careers Page at www.apexgcs.ca/careers

Apply today and be part of the Apex Advantage where you can grow your career, make a meaningful impact, and help build a stronger future for Canada’s construction industry.

For more information or to get the latest updates, please feel free to visit our Company website or visit our Company LinkedIn page.

Apex Geomatics is an equal prospect employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Work Location: In person

📌 Administrative Assistant (Sherwood Park)
🏢 Apex Geomatics Construction Surveyors
📍 Sherwood Park