HSE & Field Administrator

Job summary

The HSE & Field Administrator provides administrative support to HSE and site operations teams by maintaining safety documentation, training records, and field paperwork. They are responsible for coordinating safety training, managing incident reports, and ensuring site compliance with safety regulations and operational requirements.

Job details

Position Summary The HSE & Field Administrator provides administrative support to YCI's HSE and Site Operations teams. This role keeps safety documentation, training records and field paperwork organized, accurate and audit-ready, so HSE Coordinators and Site Superintendents can stay focused on the work in the field. Key Responsibilities HSE Administration Maintain the YCI training matrix and employee certification records in BIS. Schedule safety training, book third-party courses and coordinate attendance. Prepare orientation packages for new hires, subcontractors and site visitors, and file completed orientation records. Collect, check for completeness and file field-level hazard assessments, toolbox talks, inspections and safety meeting minutes. Enter incident, near-miss and first aid reports into the tracking system and follow corrective actions through to close-out. Compile monthly HSE statistics (hours worked, incidents, training completion) for the HSE Manager. Maintain COR audit files and gather documentation for internal and external audits. Track subcontractor safety prequalification documents, including WCB clearance letters, insurance certificates and COR/SECOR status. Maintain the SDS library and inventory of PPE and first aid supplies; order as required. Monitor and maintain third party compliance systems (ISNet, Avetta, etc.) Coordinate and assist in COR audits. Update and make changes to HSMP as needed. Field Administration Set up and maintain site document binders and required postings (permits, emergency response plans, legislated postings). Collect and verify field timesheets and submit them to payroll on schedule. Track tools, equipment and rentals assigned to each site; coordinate deliveries, pickups and returns. Order site supplies and process related purchase documentation. Maintain site personnel lists and daily sign-in records. Provide general administrative support to the Site Operations team. What you bring to York High school diploma; post-secondary certificate in Office Administration, Occupational Health & Safety or a related field is an asset. 2+ years of administrative experience, ideally in construction or a safety-focused environment. Working knowledge of Alberta OHS legislation and the COR program is an asset. Valid Class 5 driver's license and reliable transportation to job sites. Ability to forge, grow and maintain positive relationships with multiple groups Strong analytical, critical thinking, troubleshooting, problem-solving skills, and a high degree of accuracy with attention to detail Ability to work collaboratively with a positive attitude Core Competencies Knowledge of HSE Regulations Communication Relationship Management Hustle Detail-Orientation

What you’ll do

The HSE & Field Administrator provides administrative support to HSE and site operations teams by maintaining safety documentation, training records, and field paperwork. They are responsible for coordinating safety training, managing incident reports, and ensuring site compliance with safety regulations and operational requirements.

Requirements

Candidates should have a high school diploma or a post-secondary certificate in Office Administration or Occupational Health & Safety. At least 2 years of administrative experience in a construction or safety-focused environment is required, along with a valid driver's license.

Listed skills

• Administrative Support · Preferred
• Regulatory Compliance · Preferred
• Data entry · Preferred
• Communication · Preferred
• Problem solving · Preferred
• Attention to detail · Preferred
• Critical Thinking · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• HSE Administration
• Safety Documentation
• Training Records Management
• Incident Reporting
• Field Paperwork
• Administrative Support
• Regulatory Compliance
• Data Entry
• Communication
• Relationship Management
• Problem-solving
• Attention To Detail
• Critical Thinking
• Construction Safety
• OHS Legislation
• Document Control
• Operations
• Environment Health And Safety
• Detail Oriented
• Occupational Safety And Health
• Auditing
• Positivity
• First Aid
• Administrative Functions
• External Auditing
• Valid Driver's License
• Construction
• Statistics
• Subcontracting
• Office Administration
• Internal Auditing
• Safety Training
• Taking Meeting Minutes
• First Aid Supply Management
• Emergency Response Planning

Job areas

• Administrative
• Construction
• Security & Safety
• Field Administrator
• Construction Site Manager
• Construction Managers

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