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Added 13 mins ago
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HSE Administrator & Reception
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Gemini Machine Works Inc.

HSE Administrator & Reception

AB, Canada
Edmonton, AB, Canada

Pay: Pay: $42,000.00-$52,000.00 per year
Job type: Full-time
Apply by: Oct 25, 2026
Posting language: English
Posted: Sep 25, 2026

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Original job description

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

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More about this job

Responsibilities

Manage reception, incoming calls, shipping and receiving paperwork, supplier coordination, and customer delivery documentation. Maintain HSE and QHSE records, training and safety processes, site logs, inspections, customer portal information, and support incident investigations.

Requirements

A high school diploma is required, while post-secondary education in business administration, supply chain or logistics, or occupational health and safety is preferred. The role requires at least three years of combined administrative experience, strong communication and problem-solving skills, Microsoft Office proficiency, and preferably experience with ERP receiving and inventory data entry and manufacturing quality documentation.

Skills

Administrative Coordination
Reception
Customer Communication
Shipping And Receiving
Purchase Order Coordination
ERP Data Entry
Inventory Management
HSE Training Records
Respirator Fit Testing
Incident Investigation Support
QHSE Documentation
Safety Statistics Reporting
Microsoft Excel
Problem-Solving
Confidential Information Handling
Prioritization

Visa sponsorship

Not detected in the job text

Keywords

HSE
QHSE
WHMIS-2015
Standard First Aid Level C
Respirator Fit Testing
Occupational Health And Safety
Incident Investigation
Corrective Actions
Safety Orientations
Safety Data Sheets
Avetta
ISNetworld
Comply Works
E2 Shop System
ERP
Microsoft Office
Microsoft Excel
Shipping And Receiving
Purchase Orders
Inventory
Material Test Reports
Certificates Of Conformance
Non-Destructive Examination
Heat Treat Reports
ASME
ISO 9001:2015
CWB CSA W47.1
Machining
Fabrication
Welding

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