About Apex Contractors Inc.
Apex Contractors Inc. is a fast-growing Calgary-based construction company specializing in residential and commercial renovations, basement developments, new builds, and real estate investments. With a strong focus on quality craftsmanship, efficiency, and client satisfaction, we are committed to delivering top-tier construction solutions that transform spaces and exceed expectations.
We are looking for a highly organized, tech-savvy, and proactive Administrative & Operations Coordinator to join our growing team and serve as the backbone of our day-to-day operations.
Role Summary
This is a dynamic, multi-faceted role at the heart of Apex operations. You will manage our accounting and financial administration, support daily office functions, and serve as the primary communications link between leadership, clients, subcontractors, vendors, and field workers. The ideal candidate is detail-oriented, goal-driven, and thrives in a fast-paced construction environment.
Work Schedule: 3 days in-office at our Calgary location, 2 days working from home. Additional compensation is provided for weekend availability when project demands require it.
Key Responsibilities
Accounting & Financial Administration
- Utilize QuickBooks for invoicing, accounts payable and receivable, expense tracking, and payroll assistance
- Bank reconciliations, expense processing, and cash flow tracking
- Assist with month-end procedures, GST reconciliations, budget tracking, and timesheet processing
- Support project tracking, purchase orders, and material delivery coordination
Office & Operations Support
- Act as a primary point of contact for clients, vendors, and subcontractors via phone, email, WhatsApp, and in-person
- Maintain company records, organize digital and physical documents, and handle data entry
- Coordinate calendars, appointments, site visits, meetings, and general office organization
- Prepare, review, and manage contracts, invoices, permits, and other project documents
- Assist with material selections and relay interior design and finish information accurately to clients
- Manage office supplies and ensure a well-organized, efficient workspace
- Participate in ad hoc administrative and operational projects as needed
Client & Team Communications
- Manage all company email correspondence and daily WhatsApp communications with clients, subcontractors, vendors, and workers
- Handle client inquiries, providing prompt, professional, and courteous responses
- Follow up on payments, contracts, and outstanding project documentation
- Track project timelines and status updates, and proactively flag issues before they escalate
- Assist in preparing reports, presentations, and internal and external communications
Qualifications
Must Have:
- 1–3 years of experience in office administration, construction administration, or bookkeeping
- Hands-on experience with QuickBooks (Online or Desktop)
- Strong proficiency in Microsoft 365 — Word, Excel, Outlook, Teams, and SharePoint
- Excellent written and verbal communication skills in professional English
- Highly organized, detail-oriented, and able to manage multiple priorities independently
- Tech-savvy with the ability to learn new systems and digital tools quickly
- Comfortable with high-volume messaging via WhatsApp and email
Nice to Have:
- Diploma or degree in Business Administration, Construction Management, Accounting, or a related field
- Background or coursework in interior design, architecture, or construction
- Experience working in or with a contracting, trades, or renovation company
- Familiarity with Alberta’s construction or renovation industry
- Basic knowledge of building materials, finishes, flooring, tile, or paint selections
What We Offer
- Competitive salary of $35,000 – $46,000 per year, based on experience
- Hybrid work arrangement — 3 days in our Calgary office, 2 days working from home
- Additional compensation for weekend availability when required
- Workers’ Compensation Board (WCB) coverage
- Opportunities for career growth and professional development as Apex expands
- A collaborative, close-knit team where your contributions are seen and valued
- Exposure to a wide variety of construction and renovation projects across Calgary
How to Apply
Send your resume and a brief cover letter to:
[email protected]
In your application, please include the subject line: Application – Administrative & Operations Coordinator, and tell us how you have used QuickBooks in a previous role and how you handle multiple urgent priorities at once.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Job Type: Part-time
Pay: $17.00-$22.00 per hour
Benefits:
- On-site parking
- Work from home
Application question(s):
- Your LinkedIn profile URL?
Work Location: Hybrid remote in Calgary, AB
