HSE Administrator & Reception

Gemini Machine Works Inc.; Edmonton; On-site; CAD 42,000 - 64,000; Full time

Job summary

Gemini Machine Works Inc. in Nisku (Edmonton area) is seeking an administrative professional to support shipping, receiving, and QEHS documentation. You will handle phone inquiries, greet visitors, and manage daily paperwork while coordinating with suppliers and service providers.

Ideal candidates bring strong MS Office skills, ERP data entry experience, and a focus on accuracy in quality documentation such as MTRs and conformance certificates.

Qualifications

• High school diploma required.
• 3+ years of admin experience in a machining, fabrication, or oilfield manufacturing environment preferred.
• Experience with ERP data entry for receiving and inventory (E2 Shop System an asset).
• Exposure to quality documentation (MTRs, certificates of conformance, NDE/heat treat reports) is a plus.

Responsibilities

• Serve as the main contact for all incoming phone calls.
• Greet guests and visitors professionally.
• Manage day-to-day paperwork for shipping and receiving.
• Coordinate with suppliers and 3rd-party service providers on POs and deliveries.
• Confirm receipt of material and system input.

Skills

Excel

MS Office

Customer-facing

Verbal & Written

Problem Solving

Confidential Handling

Education

High school diploma

Post-secondary certificate in business administration

Tools

E2 Shop System

Job description

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.