HSE Compliance Software Specialist

Allteck; Burnaby; On-site; CAD 53,000 - 63,000; Full time

Job summary

Allteck is seeking an HSE Compliance Software Specialist to manage day-to-day administration of contractor prequalification platforms (ISN, Avetta, ComplyWorks, SafeContractor) for Western and Central Canada. You will ensure profiles remain current, accurate, and in good standing to support bidding, awarding and mobilization.

The role reports to the Manager of Health and Safety and collaborates with Proposals, Fleet, Resources, Human Resources and Finance.

Qualifications

• Three to five years of direct experience administering contractor prequalification and compliance platforms (ISN/Avetta/ComplyWorks/SafeContractor).
• Post-secondary diploma or degree in occupational health and safety or related discipline; equivalent combination of education and experience will be considered.
• Experience with provincial workers’ compensation systems and COR certification considered assets.
• Ability to read and interpret safety legislation and client contract requirements.

Responsibilities

• Administer and maintain contractor compliance profiles and documentation across multiple platforms.
• Monitor client compliance grades and resolve issues before bids or mobilizations.
• Prepare responses to client questionnaires including prequalification, ESG and financial questions.
• Maintain certificates of insurance and renewal cycles across platforms.
• Coordinate hazard assessment input and training verification with Safety and Project Management teams.
• Attend vendor training sessions and train internal users on changes.

Skills

Attention to detail

Written communication

Vendor negotiation

Independent worker

Time management

MS Office

Education

Post-secondary diploma/degree in OH&S or related field

Equivalent combination of education and experience

Tools

ISNetworld (ISN)

Avetta

ComplyWorks

SafeContractor

Job description

The HSE Compliance Software Specialist owns the day-to-day administration of Allteck’s and Canadian Utility Construction’s contractor compliance and prequalification platforms — including ISNetworld (ISN), Avetta, ComplyWorks and SafeContractor — across more than fifty active client connections in
Western and Central Canada. This position is the single point of accountability for keeping every client compliance profile current, accurate and in good standing so that our operating companies remain eligible to bid, be awarded and mobilize work.

The position reports to the Manager of Health and Safety and acts as the working link between the Project Management group and the Safety department, while also coordinating with Proposals, Fleet, Resources, Human Resources and Finance. Compliance workload is cyclical and driven by external client deadlines; during lower-volume periods the incumbent provides HSE administrative support to the department.

Must be adaptable, self-motivated, able to work both independently and within a team, and able to build and maintain strong relationships with colleagues, client compliance auditors and platform vendors through excellent verbal and written communication.

Pay rate: $38.47 – 45.68 per hour

Location: Burnaby, BC

Job Type: Full Time

Responsibilities

• Contractor compliance platform administration
• Administer and maintain company profiles, questionnaires and documentation libraries across ISNetworld, Avetta, ComplyWorks, SafeContractor and any additional platforms adopted by clients, for all applicable operating companies;
• Monitor client compliance grades and statuses daily; identify and resolve flagged, expiring or non-conforming items before they affect eligibility to bid or work;
• Complete ISN RAVS reviews and re-verifications; determine where the Corporate Health, Safety & Environment Program (CHSEP), Safe Work Practices and Safe Job Procedures satisfy a client requirement, cite the correct chapter and page references, and elevate genuine gaps to the Safety Manager for program development;
• Prepare and submit responses to client questionnaires, including prequalification, quality, environmental and ESG, Indigenous participation, financial and information technology questionnaires;
• Compile and submit monthly and quarterly statistical updates by client and project — including man-hours, incident data and leading indicators — sourcing hours from Finance and confirming project attribution with the responsible project managers;
• Maintain certificates of insurance and coverage documentation across all platforms, managing the annual certificate renewal cycle each spring and the liability coverage renewal each fall, including resubmissions arising from broker or policy changes;
• Maintain WorkSafeBC, WCB Alberta, WCB Saskatchewan, WSIB Ontario, etc. clearance letters and rate documentation — configuring automated retrieval where the platform supports it and uploading manually where it does not;
• Complete annual profile refreshes across all sites each January, including carrier status, fleet, diesel and fuel consumption data obtained from Fleet, and updates to contractor and business licences;
• Establish new client connections, including insurance requirements, supporting documentation and initial questionnaire completion;
• Administer client-specific hazard and task management modules, coordinating hazard assessment input from Safety, employee assignment from Project Management, and training verification from Resources;
• Attend vendor training sessions and evaluate new platform features, then train internal users on any change that affects them.
• Bid list, project and stakeholder liaison
• Work with Proposals and Estimating to align compliance registrations to the active and forecast bid list — activating, prioritizing, pausing or deactivating client connections as pursuit priorities change;
• Provide the Project Management group with current compliance status by client and project, and flag any gap that could delay prequalification, award or mobilization;
• Act as the point of contact for client compliance administrators and third-party auditors, managing correspondence, follow-up questions and appeals through to closure;
• Escalate program, documentation and training gaps identified through compliance reviews to the Safety team and track them to resolution;
• Maintain a shared compliance calendar and status register that is visible to Safety, Project Management and Proposals.
• Commercial administration
• Review, negotiate and administer platform subscription, connection and questionnaire pricing at each annual renewal;
• Restructure and rationalize client connections to eliminate duplicate, redundant or unnecessary charges;
• Verify, code and approve compliance platform invoices; track spend against budget and report variances to the Manager of Health and Safety;
• Maintain a rolling renewal calendar covering all subscriptions, certificates, clearances and licences.
• HSE administration (during periods of lower compliance workload)
• General day-to-day administration and support for the HSE team, including maintaining shared email inboxes and calendars;
• Data entry, scanning and filing of safety related documentation;
• Maintaining the register of incident reports, investigations and safety distributions; forwarding client bulletins and recording acknowledgements;
• Reviewing, updating and formatting HSE documents; recording and distributing meeting minutes;
• Coding visa purchases, personal expenses and invoices;
• Perform other duties as required, requested, or assigned.

Skills & Abilities

• Exceptional attention to detail — a single expired document or missed deadline can remove the company from a client’s approved contractor list;
• Strong written communication; able to interpret a client’s question and locate or draft an accurate, defensible response supported by company program documentation;
• Confidence and commercial judgement to negotiate pricing and terms with platform vendors and hold them to what was agreed;
• Ability to manage a cyclical workload with firm external deadlines, and to plan ahead for known annual and seasonal peaks;
• Comfortable and persistent in pursuing information from busy internal stakeholders across Safety, Project Management, Proposals, Fleet, Resources, Human Resources and Finance;
• Advanced MS Office skills, particularly Excel and Outlook; able to learn new web-based platforms quickly and without formal instruction;
• Ability to read, comprehend and interpret safety legislation, client contract requirements and program documentation;
• Strong organizational and time management skills; able to prioritize competing deadlines in a fast-paced environment;
• Discretion and sound judgement in handling confidential insurance, financial and personnel information;
• Self-starter able to work independently with limited supervision, and to identify and act on requirements before they become urgent.

Education, Training & Experience

• Three to five years of direct experience administering contractor prequalification and compliance platforms (ISNetworld, Avetta, ComplyWorks, SafeContractor or equivalent) — preferred;
• Post-secondary diploma or degree in occupational health and safety, business administration or a related discipline; an equivalent combination of education and experience will be considered;
• Electrical utility, construction, oil and gas, mining or heavy industrial contracting experience considered a strong asset;
• Working knowledge of provincial workers’ compensation systems in British Columbia, Alberta, Saskatchewan and Ontario;
• Familiarity with Certificate of Recognition (COR) certification and audit requirements considered an asset;
• Experience with certificates of insurance, contract compliance documentation or vendor contract negotiation considered an asset;
• Experience responding to Indigenous participation, ESG or sustainability questionnaires considered an asset.