Office coordinator - Edmonton, Alberta

Please reference Job ID Number 2412004 with your application.

Job Title: Office Coordinator

Job ID: 2412004

Position type: Permanent, Full-Time

Date: December 28, 2024

Office Location: Edmonton, Alberta, Canada

Company Overview:  

At Apex Automation, we deliver cutting-edge industrial automation solutions tailored to meet the needs of today’s industries. From the initial planning stages to final commissioning, our team is dedicated to providing exceptional service every step of the way.  We combine our expertise with a commitment to Intelligence, Ingenuity, and Integrity—our guiding principles that ensure every project is executed with precision and care.

Our solutions encompass a wide range of services, including detailed automation engineering, software development, and the installation of electrical and instrumentation systems.

If you have a desire to make a difference in automation and create great solutions for our customers, the join our growing, dynamic, and innovative team at Apex.

Job Description:   

The Office Coordinator encompasses a wide range of responsibilities, including receptionist duties, office management, project support, financial record-keeping, and logistics coordination. This position provides essential support services that enable the company to function effectively. The Office Administrator will be detail-oriented, organized, and capable of handling multiple tasks in a dynamic environment. 

Specific Responsibilities: 

• Oversee the day-to-day operations of the company’s facilities, including maintenance, security, and general office services. 
• Manage office supplies, equipment, and vendor relationships to ensure that all resources are available and functioning properly. 
• Coordinate the scheduling and use of conference rooms, meeting spaces, and other common areas. 
• Support the Finance Department with invoicing, expense tracking, budgeting, and financial reporting. 
• Coordinate internal purchase orders, obtain management approval for payments, and track purchase order statuses. 
• Maintain the purchase order tracking system, ensuring all receipts and packing slips are filed accurately for financial record-keeping. 
• Coordinate with suppliers and vendors to maintain the availability of materials necessary for the company’s operations. 
• Support the AFS department in managing shipments, tracking deliveries, and resolving supply chain issues. 
• Work closely with Account Managers and the technical team to manage and plan the logistics of mobilizing personnel and equipment, optimizing safety precautions and      service quality. 
• Coordinate transportation, deliveries, and inventory management for projects, ensuring all logistics are handled efficiently. 
• Schedule mandatory safety training, site orientations, and drug screenings for site access. 
• Execute travel arrangements, including flight bookings and accommodation for staff on assigned projects or rotations. 
• Oversee the deployment and management of company vehicles, ensuring adherence to maintenance schedules and proper allocation. Oversee the procurement of office supplies, equipment, and services, ensuring cost-effective purchasing and      inventory management. 
• Serve as a point of contact for clients and customers, addressing inquiries, scheduling meetings, and managing service requests. 
• Coordinate with sales and operations teams to ensure that customer needs are met and that any issues are resolved promptly.
• Assist with project communication and documentation, ensuring that project files and records are organized and accessible to team members and stakeholders. 
• Support project reporting, tracking progress, and maintaining accurate records to facilitate successful project completion. 
• Support the company’s Health and Safety Program by organizing routine safety inspections, conducting mandatory safety reporting, and monitoring staff training to ensure compliance with regulatory requirements. 
• Refer non-routine safety issues to the Safety Consultant and assist with the implementation of corrective actions.  

Qualifications

• High School Diploma with 1 year of administrative experience; post-secondary      diploma in a related field is an asset. 
• Experience using Microsoft Office Products and Windows Operating System. 
• Ability to work independently as well as in a collaborative environment.  
• Customer service oriented and strong communication skills – written, verbal and presentation. 
• Continuous learner focused on personal and team development.
• Detail oriented and problem solving skills.
• Independent thinker, ability to manage pressure, work well under pressure and maintain focus. 
• Customer service experience.

What does Apex Automation Offer?

• Meaningful Impact: Be part of a team that delivers solutions shaping the future of automation and solving real-world challenges for clients worldwide.
• Diverse Opportunities: Work on projects across industries and gain exposure to a variety of cutting-edge technologies and systems.
• Continuous Learning: Unlock your potential with access to training from industry leaders, including Schneider Electric, Rockwell, and Fortinet, alongside in-house mentorship programs.
• Collaborative Environment: Work with a team that values collaboration, fresh ideas, and creating lasting partnerships with clients and employees alike.
• Tools for Success: Stay ahead with resources, tools, and training designed to help you excel in your role and beyond
• Robust Benefits Package: From health benefits to RRSP matching, we’ve got you covered.
• Flexibility & Support: We empower you to achieve your goals while maintaining a healthy work-life balance with paid time off and wellness incentives.
• Cell Phone Allowance
• Flexible Working Hours and Remote Work Options
• Various Company Organized Social Activities
• Impact and Recognition

At Apex Automation, you’re not just joining a company—you’re joining a community of innovators dedicated to delivering excellence.
 

Apex Automation is an equal opportunity employer. We are committed to recruiting and retaining the best employees within the industry. We believe a diverse and inclusive workforce drives innovation and makes our company stronger. We are committed to fostering a safe and positive environment that respects people’s dignity, ideas and beliefs. We are pleased to consider all qualified applicants to join our team as we continue to grow and build a strong and varied workforce.

How to Apply: Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience to HR.