About Apital

Apital is a cross-border engineering and infrastructure consulting platform focused on rail transit modernization, signal & train control systems, and advanced transportation technologies.

Position Overview

The Corporate Operations & Compliance Coordinator will support structured corporate administration, payroll coordination, compliance tracking, document control, and client billing preparation across Apital Canada and APITAL Inc (USA). This role is foundational to maintaining governance discipline, financial control, and operational structure as the organization scales internationally.

This is a remote, process-driven position requiring high attention to detail and professional discretion.

Responsibilities

Payroll & HR System Coordination (Rippling – USA & Canada Support)

• Review timesheet submissions for completeness and consistency
• Coordinate payroll documentation preparation
• Maintain digital employee records and compliance files
• Support onboarding/offboarding documentation tracking
• Assist reconciliation between payroll exports and accounting records

Client Invoicing & Billing Coordination

• Prepare draft client invoices based on approved timesheets and contract terms
• Verify billable hours and reimbursable expenses
• Maintain master invoice tracking log
• Monitor invoice aging and payment status
• Coordinate polite payment follow-up communications (as directed)
• Maintain organized billing archive
• Assist with monthly revenue summary reporting

Corporate Compliance & Portal Management (Canada & USA Support)

• Track corporate filings and annual return deadlines in Ontario, CA and New York, USA.
• Support CRA （Canada） and IRS （USA） account monitoring (corporate tax, payroll, etc.)
• Maintain compliance calendar
• Track insurance renewals and corporate registrations
• Support documentation preparation for regulatory or contractual compliance

Office & Administrative Coordination

• Coordinate lease documentation and renewal tracking （if applicable）
• Maintain vendor contracts and service agreement records
• Track service renewal dates and corporate obligations

 Governance & Document Control

• Maintain structured digital filing system
• Enforce document naming and version control discipline
• Maintain corporate minute book (Canada entity)
• Track board resolutions and shareholder records
• Maintain intercompany agreement documentation
• Prepare audit-ready documentation folders

Required Skills/ Knowledge

• 3+ years’ experience in corporate administration, operations, HR coordination, accounting support, or compliance
• Strong organizational and documentation discipline
• Experience with payroll systems preferred
• Experience with QuickBooks or similar accounting systems preferred
• Comfortable working independently in a remote structure
• High level of confidentiality and discretion
• Strong written communication skill

Core Competencies

• Attention to detail
• Structured thinking
• Process discipline
• Confidentiality
• Accountability
• Reliability

Retirement benefits, disability insurance, employee assistance program, flexible spending account, health insurance.