Health, Safety & Environment Administrator

COOEC Canada Company; Calgary; Hybrid; CAD 58,000 - 72,000; Full time

Job summary

COOEC Canada Company in Calgary is seeking a Health, Safety & Environment Administrator to support office safety, HSE documentation, and regulatory compliance for both office and remote sites.

The role requires bilingual English and Mandarin proficiency, coordination of training and emergency drills, and meticulous record-keeping across SharePoint and physical files, ensuring Alberta OHSA alignment.

Qualifications

• Bilingual proficiency in English and Mandarin is required.
• Experience maintaining HSE documentation and safety meeting records.
• Familiarity with Alberta occupational health and safety requirements.

Responsibilities

• Assist with routine office safety inspections and fire equipment checks.
• Support HSE documentation maintenance and safety meeting minutes.
• Coordinate contractor prequalification, training records, and regulatory compliance.
• Organize HSE files on SharePoint and backups for data security.
• Maintain first aid records and safety equipment logs for the office.
• Assist with safety orientations for new employees and training schedules.
• Coordinate emergency drills and incident documentation for Calgary site.
• Track HSE certifications renewals and prepare management reports.
• Support budgeting and expense tracking for the HSE department.

Skills

Bilingual English Mandarin

Tools

SharePoint

Documentation management

Job description

Health, Safety & Environment Administrator

Bilingual proficiency in English and Mandarin is required for this position.

Office Safety Support

• Assist with routine office safety inspections, including fire safety equipment, emergency exits, and identification of potential workplace hazards.
• Support the maintenance of office HSE documentation and preparation of safety meeting minutes.
• Help ensure office safety practices remain aligned with applicable Canadian and Alberta occupational health and safety requirements.

New Employee Safety Orientation

• Conduct HSE safety orientations for new office employees.
• Provide information on emergency evacuation procedures, designated evacuation routes, emergency contacts, and applicable HSE policies and procedures.

Contractor Qualification & Compliance Support – Remote

• Support the HSE Coordinator and HSE Adviser with contractor prequalification and documentation processes.
• Follow up on contractor training records, licenses, certifications, and qualifications to verify compliance with Alberta regulatory requirements and company policies.

HSE Documentation & Data Management

• Organize and maintain HSE files on SharePoint and shared drives using professional formatting and standardized naming conventions.
• Perform regular backups of HSE documentation to company servers to maintain data security, accessibility, and traceability.
• Assist with the preparation and generation of HSE reports for management review.

First Aid & Safety Equipment Administrative Support

• Maintain office first aid records and safety equipment maintenance logs.
• Assist with documenting and monitoring first aid events and related records.
• Assist the HSE Coordinator with booking accommodations for personnel at camps following completion and approval of required qualifications.
• Manage more than 3,000 annual camp bookings, including coordination of Camp Cost Codes, distribution of booking confirmations, and maintenance of accurate booking records.
• Coordinate remotely with on-site management and contractors to ensure timely communication and effective booking support.

Emergency Response & Drill Support

• Assist the HSE department with planning and coordinating emergency response drills for the Calgary office.
• Collect and document drill results, observations, and improvement recommendations, ensuring records are complete and actionable.
• Assist with organizing and maintaining office Hazard Assessment documentation.
• Support remote site teams with the organization and maintenance of required documentation and records.

Employee Training

• Maintain employee HSE training records, including new employee orientation documentation and remote tracking of on-site training certifications.
• Assist with coordinating training schedules and monitoring compliance with required training.

PPE Supply Support – Remote

• Assist with compiling PPE requirements for personnel working at remote sites.
• Support PPE procurement processes, including PR, PO, and MR documentation, allocation, tracking, and recordkeeping.

HSE Qualification Renewal Follow-Up

• Monitor employee and contractor HSE certifications and qualification renewal dates.
• Follow up on upcoming and expired certifications to support ongoing compliance with Alberta regulations and company requirements.

Budget & Expense Support

• Track HSE department budgets, expenditures, and related costs.
• Assist with maintaining expense records and preparing budget and expenditure reports for management review.

Compliance & Regulatory Support

• Assist with preparing office and remote site documentation for government and third-party inspections.
• Support internal audits, compliance reviews, and regulatory checks to help ensure adherence to company policies and the requirements of the Alberta Occupational Health and Safety Act.