Administrative Assistant

About Systemex Group Systemex Group is a growing global organization bringing together complementary expertise in industrial automation and industrial consulting. We help our clients grow and improve customer satisfaction and financial performance through automation, productivity, reliability, operational performance, and the successful delivery of complex projects. Our organization is comprised of two divisions: Systemex Automation (SA) – Delivering innovative automation, robotics, control systems, digital manufacturing, and warehouse automation solutions with 24/7 customer support. Systemex Industrial Consulting (SIC) – Providing lifecycle services focused on operational readiness, commissioning, asset management, maintenance and reliability, workforce solutions, and operational excellence. With over 120 employees and ambitious growth objectives, Systemex is committed to building scalable processes, fostering innovation, strengthening governance, enhancing cybersecurity, and leveraging Artificial Intelligence (AI) to deliver greater value to our employees and clients. \n This opportunity is part of Systemex Automation (SA) SA is an engineering and automation integration firm delivering innovative solutions for manufacturing, warehouse automation, and industrial process industries. Our multidisciplinary team combines expertise in automation, robotics, electrical engineering, mechanical engineering, software development, and systems integration to deliver turnkey solutions. Our work spans five key areas: Custom Projects Standard Automated Modular Cell Solutions Warehouse Automation Software Services & Products Industrial Digital Solutions As we continue to grow, we are looking for passionate, innovative, and entrepreneurial individuals who enjoy solving complex technical challenges and making a meaningful impact. About The Role We are looking for an Administrative Assistant to support daily office operations and provide administrative, logistical, and financial support across multiple departments. Reporting to the Finance Director, you will help ensure smooth internal processes, accurate records, and efficient coordination of office, project, and accounting activities. What You’ll Do Manage daily office administration, supplies, equipment, business cards and vendor coordination. Coordinate travel, accommodations, logistics, special projects, trade shows and employee events. Create, update and maintain company records, files, documents, procedures and internal materials. Create and close projects in the ERP system, maintain data accuracy and support financial data entry. Answer incoming calls, respond to general inquiries and act as a resource for administrative policies and procedures. Prepare letters, reports, presentations and other documents using Microsoft 365. Support finance, procurement and other departments, including expense reports, purchase orders, invoices and administrative expenses. Assist with accounts payable, accounts receivable, supplier follow-ups, month-end documentation, reporting and proper filing of financial records. What You Bring Post-secondary diploma in administration, accounting, finance, business administration or a related field. 3 to 5 years of experience in administrative support, accounting clerk, office coordination or a similar role. Experience with accounts payable, expense management, basic accounting principles and ERP systems; Maestro is an asset. Strong proficiency with Microsoft 365, especially Excel, Word and Outlook. Excellent organization, attention to detail, customer service and bilingual communication skills, with the ability to manage multiple priorities and take initiative. Proficiency in French is mandatory. Proficiency in English is also required in order to communicate effectively with internal clients and partners located outside of Quebec. \n Why Join Systemex Automation? Work flexibility, including flexible hours and remote work; Competitive compensation, insurance, health spending account, telemedicine, and group RRSP; Professional development and support, including training through the LMS, professional order membership reimbursement, and safety boot reimbursement; A welcoming work environment with electric vehicle charging stations, a social club, BBQ events, coffee area, indoor and outdoor bike storage, and on-site sports activities. We are committed to equal employment opportunities and an inclusive workplace for all.

The Administrative Assistant will manage daily office operations, including vendor coordination, travel logistics, and event planning. They will also provide financial support by handling accounts payable, accounts receivable, and maintaining accurate project records in the ERP system.

Candidates must hold a post-secondary diploma in administration, accounting, or a related field with 3 to 5 years of relevant experience. Proficiency in Microsoft 365 and bilingual communication skills in French and English are mandatory.

• Flexible hours • Remote work • Competitive compensation • Insurance • Health spending account • Telemedicine • Group RRSP • Professional development • Training through LMS • Professional order membership reimbursement • Safety boot reimbursement • Electric vehicle charging stations • Social club • BBQ events • Coffee area • Indoor and outdoor bike storage • On-site sports activities

• Customer servicePreferred
• OrganizationPreferred
• Microsoft ExcelPreferred
• Data entryPreferred
• Microsoft WordPreferred
• AccountingPreferred
• Microsoft OutlookPreferred
• Bilingual communicationPreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Accounting
• Finance
• ERP systems
• Maestro
• Microsoft 365
• Excel
• Word
• Outlook
• Accounts payable
• Accounts receivable
• Expense management
• Data entry
• Customer service
• Bilingual communication
• Organization
• Administrative Support
• Workplace Inclusivity
• Office Administration
• Operational Performance Management
• Industrial Automation
• Expense Reports
• Warehouse Automation
• Microsoft Excel
• Accounts Payable
• Accounts Receivable
• Bookkeeping
• Artificial Intelligence
• Software Development
• Electrical Engineering
• Asset Management
• Automation
• Customer Support
• Basic Accounting Principles
• Multilingualism
• Business Administration
• Customer Service
• Communication
• Procurement
• Consulting
• Control Systems
• Cyber Security
• English Language
• Enterprise Resource Planning
• Expense Management
• Financial Data
• Financial Statements
• French Language
• Governance
• Scalability

• Administrative
• Finance & Accounting
• Manufacturing
• Consulting
• Engineering
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum education

High school

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week