Job Brief:
The EHS Administrator supports Control Tech’s Environment, Health & Safety program across its Canadian and U.S. operations. The Administrator coordinates the EHS onboarding of employees and contractors, maintains training and compliance records in eCompliance and client prequalification portals, administers the Drug & Alcohol program, compiles safety statistics and reporting, and provides day-to-day administrative support to the EHS team.
Duties & Responsibilities:
- Coordinates EHS onboarding for new employees and contractors: sets up eCompliance accounts, assigns client orientations, schedules required training, collects signed Drug & Alcohol and background check consent forms, gathers contractor insurance and WCB documentation, and liaises with HR and Operations on all new hires and contractors.
- Processes terminations: deactivates employees and contractors in all EHS systems, collects outstanding safety payroll deductions for HR, and recovers issued coveralls and gas monitors.
- Monitors client orientation and site-access requirements and keeps branches current with those requirements.
- Administers eCompliance: monitors employee and contractor accounts; requests and uploads training certificates and insurance requirements; assigns training as needed; distributes reports and monitors KPIs (inspections, meetings, incidents) in liaison with leads and Operations; uploads documents for companywide distribution and tracks acknowledgements; builds and maintains forms; manages incident records; and creates and periodically reviews Hazard Assessments for companywide use.
- Coordinates industry training: monitors client, OH&S, and OSHA training requirements; books training for employees and contractors (TriTech, SafeLand, OSHA/ClickSafety, and various online providers); monitors training compliance; gathers and produces content for monthly safety meetings; and collects payroll deductions for each training course.
- Administers the Drug & Alcohol program: books appointments as required with correct coding for AP, administers the random testing program (TPS Alert, NCMS, and DISA – U.S., and Canada when required), and maintains D&A testing audit statistics.
- Maintains employee tracking records: updates the new hire tracker, eCompliance, employee files, and WorkHUB as tasks are completed; orders safety supplies (coveralls, harnesses, lanyards, gloves, etc.); issues gas monitors; and processes payroll deductions for training and safety supplies.
- Manages subcontractor compliance: collects Certificates of Insurance, monitors WCB and WorkSafeBC accounts, ensures prequalification is completed when required, and sends bi-weekly reminders prior to insurance expiration.
- Monitors client prequalification and third-party compliance accounts (ISNetworld, Avetta, ComplyWorks, Compliance Pro/Veriforce, WorkHUB, DISA, ClickSafety, SureHire, TPS Alert, NCMS, etc.) to maintain compliance, including KPI statistics and hours, insurance/WCB/EMR, D&A testing audit statistics, training evidence, acknowledgements, and safety program updates and verifications.
- Collects, enters, and reports safety statistics: monthly hours and statistics in ISNetworld, Compliance Pro/Veriforce, Avetta, and eCompliance; monthly KPI reporting for corporate and operations meetings; annual OSHA 300 reporting; and quarterly reporting of hours to clients not using the above databases.
- Provides administrative support to the EHS team: gathers information and prepares companywide safety alerts; updates meeting sign-in sheets and the annual tracker; liaises with the insurance broker on new and updated insurance requests, including MSA review; sends the quarterly WCB list to Accounting; manages credit card transactions for training and safety meeting materials; monitors and manages the safety inbox; pulls quarterly safety observation winners; and assists with Field iD implementation.
- Participates/complies with company safety programs & company policies.
- Other duties as required.
Required Skills/Qualifications:
- High school diploma or equivalent.
- Related post-secondary certificate or diploma in Occupational Health & Safety, Business Administration, or a related field considered an asset.
- 2 + years’ experience in an administrative setting; experience supporting an EHS program in an industrial, construction, or energy services environment considered an asset.
- Prior knowledge of Canadian OH&S and U.S. OSHA requirements and client prequalification systems (ISNetworld, Avetta, ComplyWorks, Veriforce) is considered an asset.
- Working knowledge of safety management and compliance software (eCompliance or similar) and Drug & Alcohol program administration considered an asset.
- Strong computer skills with demonstrated experience with MS Office, SharePoint, and related database and reporting software.
- Highly organized with strong attention to detail; able to manage multiple deadlines, maintain accurate records, and handle confidential employee information with discretion.
- Able to effectively communicate in associated technical and regulatory language.
Self-Management Behaviors (expected of all employees in the Control Tech family):
- Self-Awareness: Recognizes impact on others, knows strengths and limitations, sense of self-worth and confidence.
- Self-Control: Disruptive emotions and impulses are in check, maintains consistency with core values.
- Maintains Motivation: Strives to learn, to improve and to be successful.
- Listening and Speaking Respectfully: Listens generously - clarifies meaning and intent, speaks straight and respectfully.
- Collaborator: Works effectively on teams with a wide variety of people, resolves conflict directly and productively, contributes to the success of others.
