Administrative Assistant

About the Company

Sublatus is a privately held environmental construction firm based in Calgary, Alberta, with work taking place throughout Western Canada. Its projects span decommissioning, demolition, reclamation, remediation, civil earthworks, and landfill construction for customers in the oil and gas, mining, and industrial industries. The environment is practical and fast-moving, so the business relies on a dependable office team to keep operations organized behind the scenes.

How We Work

The company’s values guide day-to-day behaviour. The person in this role should identify with the following principles:

• Safe and well: Safety and wellness come first, both at work and outside it. This means working carefully, avoiding unnecessary rush, and staying mindful of others.
• Take ownership and pride: Work is expected to be handled end to end with care. Accuracy is not treated as a bonus; it is part of the job.
• Stronger together: Strong results come from good teamwork with colleagues, clients, and partners. Clear communication and a team-oriented approach are essential.
• Always improving: The company values learning, feedback, and continuous improvement, and wants someone who enjoys finding better ways to do things.

Role Overview

The Administrative Assistant reports to the Office Manager and supports two areas of the business. Most of the time is focused on keeping the Calgary office operating smoothly on a daily basis, while the rest supports the proposal and business development function.

Training will be provided on both parts of the role before independent ownership is expected. As the company expands, the scope of the position is expected to grow as well, with additional projects becoming part of the role over time.

Office and Administrative Support

• Respond to incoming calls and route them appropriately, while also monitoring the general inquiry and information email inboxes.
• Welcome visitors and get meeting rooms ready for use.
• Handle incoming mail, courier shipments, and deliveries.
• Track office, kitchen, and coffee stock levels and restock supplies as needed.
• Work with vendors and service providers, and submit as well as follow up on building maintenance requests.
• Keep storage spaces, supply rooms, and swag inventory organized.
• Complete data entry, manage documents, and update internal trackers.
• Take ownership of office improvement initiatives from identifying needs through implementation.
• Support the company’s Fun Committee by helping plan and deliver company-wide events and team activities.

Proposal and Business Development Support

• Keep the bid calendar accurate and organized, and assist with bid tracking and folder structure.
• Enter bid and margin details into relevant systems and shared drives, and maintain proposal records and historical information.
• Update and format proposal templates, resumes, and project summaries.

What You Bring

• A friendly, approachable communication style and a genuine enjoyment of working with people.
• A habit of asking clarifying questions and a focus on getting details right rather than guessing.
• A collaborative mindset and satisfaction in helping the office run smoothly for others.
• Strong follow-through and a high level of care for both small and large tasks.
• Interest in workplace culture and contributing to an environment people enjoy being part of.
• Comfort switching between different kinds of tasks and receiving direction from more than one person.
• Proficiency with Microsoft Office tools, including Outlook, Word, Excel, and Teams.
• Curiosity, openness to feedback, and a desire to keep learning and improving.
• Comfort using AI tools in everyday work, with an understanding that the company is actively adopting AI across the business.

Nice-to-Have Experience

• Experience using HubSpot or another CRM platform.
• Familiarity with document management systems or shared drives.
• Background in administration, reception, or customer service.

Success in This Role

• Previous experience in administration, reception, or customer service.
• Visitors are welcomed in a professional and friendly manner.
• Team members feel comfortable approaching you for help.
• Documents, trackers, and calendars remain accurate and up to date.
• Follow-ups are completed reliably and do not get overlooked.
• You notice what needs attention and act on it without waiting to be asked.
• You bring calm, positive energy to a busy workplace.
• The office stays prepared, organized, and well stocked.

Why Join Sublatus

This role offers the chance to develop office administration skills while gaining exposure to several parts of the business. It is a good fit for someone who wants to stay engaged, contribute meaningfully, learn on the job, and become a valued part of a growing team.

Additional Information

Sublatus is committed to diversity and aims to reflect the communities it serves. The company supports an inclusive workplace where people are able to contribute, grow, and succeed.