HSE & Field Administrator

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