HSE Administrator & Reception

About us:

Gemini Machine Works is a machining, welding and fabrication shop in Nisku. We are family owned and operated. We have been in business for over 40 years. We do high-capacity manual and CNC machining, fabrication, repair and rebuild, and field machining, and we hold ASME, ISO 9001:2015 and CWB CSA W47.1 certifications.

Responsibilities:

• Serve as the main point of contact for all incoming phone calls.
• Greet all guests and visitors in a professional and friendly manner.
• Manage the day-to-day paperwork for shipping and receiving.
• Coordinating with suppliers and third-party service providers regarding the status of open POs and scheduled pick-ups and deliveries of materials and product.
• Confirming receipt of material and system input.
• Compile and coordinate the preparation of documentation packages for customers for the delivery of finished product.
• Complete all respirator fit tests for all workers, when required (upon hire, 3 years after initial fit test, etc.)
• Updating and maintaining workers’ HSE training records; assigning WHMIS-2015 training to workers that have exceeded their 90-day probationary period; scheduling Standard First Aid Level C courses for workers who need recertification, or initial certification to meet OH&S requirements.
• Operate and maintain a real-time attendance and visitor log at Gemini that provides a real-time summary of everyone on site.
• Maintain current Shop/Office inspection assignments and update the lunchroom information screen to match.
• Assisting with all incident investigations, as required, including implementing and verifying corrective actions, as directed by the QHSE Manager.
• Update QHSE documents in all web-based customer interfaces such as Avetta, ISNetworld, Comply Works, etc. as well as IT for addition to Gemini Machine’s website.
• Record and update quarterly statistics regarding the safety program, and report them through web-based customer interfaces such as Avetta, ISNetworld, Comply Works, etc.
• Provide Contractor or Customer Site Visit safety orientations when applicable.
• Maintain the SDS binder and keep all sheets current.
• Help keep physical copies of calibration records, maps, and maintenance records.
• Maintain and keep current all QHSE records and periodically schedule maintenance services.
• All other administrative duties as needed.

Performance Objectives:

• Timely response to customer calls and visits.
• Meet the operational objectives (On-Time Delivery) while complying with the overall corporate goals.
• Maintain a safe working environment and promote health and safety awareness.
• Maintain a positive 'team' environment on the shop floor through respectful dealings with individuals from all departments.
• Meet deadlines set by the shop schedule and customer demands.
• Accurately complete assigned tasks.
• Effective prioritization of projects.
• Identify unsafe practices and attend to them accordingly.

Qualifications:

• High school diploma required; post-secondary certificate or diploma in business administration, supply chain/logistics, or occupational health and safety preferred.
• Three or more years of combined experience in administrative roles, preferably in a machining, fabrication, or oilfield manufacturing environment.
• Experience with ERP data entry for receiving and inventory (E2 Shop System an asset).
• Exposure to quality documentation (MTRs, certificates of conformance, NDE and heat treat reports) and customer documentation package requirements.

Skills and Competencies

• Proficiency in MS Office, particularly Excel for tracking and quarterly statistics.
• Demonstrated excellent problem-solving skills.
• Professional, customer-facing communication for phone, visitors, contractors, and carriers.
• Exceptional verbal and written communication and interpersonal skills.
• Respect for, and appropriate handling of, confidential information.

Physical Demands:

• Occasionally lift or carry up to 20 lbs.
• Occasionally push or pull weights to 20 lbs.

Time Commitment Expectations:

• Standard working hours: 8:00 a.m. to 4:30 p.m. Monday through Friday.
• Earlier or later hours may be required due to workload demands and assignment deadlines.

Dress Code:

• Clean and professional office apparel required.

Pay: $42,000.00-$52,000.00 per year

Work Location: In person