About Sublatus

Sublatus is a privately owned environmental construction company headquartered in Calgary, Alberta with operations across Western Canada. We work on decommissioning, demolition, reclamation, remediation, civil earthworks, and landfill construction for clients in oil and gas, mining, and industrial sectors. It is complex, hands-on work and we need a sharp, reliable office team supporting it in the background.

How We Work

Our values shape how we show up every day. The right person for this role will recognize themselves in these:

Safe and well

Safety and wellness come first — for our people, at work and at home. In this role, that means being thoughtful, not rushing things, and looking out for the people around you.

Take ownership and pride

We own our work from start to finish. Attention to detail isn't an extra — it's built into everything. How you do your work matters as much as getting it done.

Stronger together

We get the best results by working well with each other, with clients, and with partners. Open communication and a team-first instinct aren't optional here.

Always improving

We develop our people and our processes. We want someone who's genuinely curious, open to feedback, and always looking for a slightly better way to do things.

About The Role

The Administrative Assistant reports to our Office Manager and supports two functions within the business. Most of your time will go toward keeping the Calgary office running day-to-day; the remainder supports our proposal and business development team.

You will be trained thoroughly on both sides before you're expected to run independently. Over time, you will own your day-to-day and be tapped for larger projects as the company grows. This list reflects the primary recurring responsibilities as Sublatus grows, so will what this role touches.

What You Will Be Doing

Office & Admin Support (70–80%)

Answering and directing incoming calls; monitoring the general inquiry and info inboxes
Greeting visitors and preparing meeting rooms
Managing mail, couriers, and deliveries
Monitoring and replenishing office, kitchen, and coffee supplies
Coordinating with vendors and service providers; submitting and following up on building maintenance requests
Maintaining organization of storage areas, supply rooms, and swag inventory
Data entry, document management, and internal tracker updates
Taking ownership of office improvement projects from identifying needs to seeing initiatives through
Serving as an active member of the Fun Committee, co-leading the planning and execution of company-wide events and team initiatives (it’s as fun as it sounds)

Proposal & Business Development Support (20–30%)

Maintaining and cleaning the bid calendar; supporting bid tracking and folder organization
Entering bid and margin information in relevant programs and shared drives; maintaining proposal records and historical data
Updating and formatting proposal templates, resumes, and project summaries

What You Bring

A warm, easy communication style you genuinely enjoy people and it shows
A preference for asking good questions over making assumptions, you care about getting it right
A collaborative, team-first mindset you find satisfaction in making things run well for everyone
Strong follow-through and attention to detail the kind of person who takes pride in a job well done, whether it's big or small
A genuine enthusiasm for team culture and the kind of workplace people look forward to coming to
Comfort moving between different types of work and working with more than one person for direction
Proficiency with Microsoft Office (Outlook, Word, Excel, Teams)
Curiosity and openness to feedback you see every role as a chance to keep getting better
Comfort using AI tools as part of your day-to-day work we are actively embracing AI across the business and expect this role to grow with it

Nice To Have Experience

HubSpot or any CRM
Document management systems or shared drives
Prior admin, reception, or customer service experience

You Will Be Successful in This Role If:

Prior admin, reception, or customer service experience
Visitors are greeted warmly and professionally
Employees know they can come to you for help
Documents, trackers, and calendars stay current
Follow-ups do not disappear into the void
You notice what needs attention and take initiative
You bring steady, positive energy to a busy office.
The office is stocked, prepared, and ready for the day.

Why Join Sublatus

This is a great opportunity to build your office administration skills while gaining exposure to different areas of the business. If you are looking for a role where you can learn, contribute, stay busy, and become a trusted part of a growing team, this could be a great place to start.

Sublatus believes in diversity and strives to reflect the vibrant tapestry of the communities we serve. Join us in our commitment to fostering a diverse and inclusive workplace where everyone can thrive and contribute to our shared success.

Sublatus

Open Positions

Administrative Assistant