HSE & Field Administrator

York Group; Edmonton; On-site; CAD 40,000 - 60,000; Full time

Job summary

York Group in Edmonton seeks an HSE & Field Administrator to support the HSE and Site Operations teams. You will maintain training records, safety documents and field paperwork to keep audits smooth.

This role emphasizes organization, accuracy and collaboration with field staff, subcontractors and site visitors. A background in safety administration and a valid driver’s license are assets.

Qualifications

• 2+ years of administrative experience, ideally in construction or a safety-focused environment.
• Strong analytical, troubleshooting and problem-solving skills.
• Detail-oriented with high accuracy and ability to work collaboratively.

Responsibilities

• Maintain the 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 orientation records.
• Collect, verify and file hazard assessments, toolbox talks, inspections and safety meeting minutes.
• Enter incident, near-miss and first aid reports and follow corrective actions to close-out.
• Compile monthly HSE statistics for the HSE Manager.
• Maintain COR audit files and gather documentation for audits.
• Track subcontractor safety prequalification documents, including WCB clearance letters and insurance certificates.
• Maintain the SDS library and PPE inventory; order supplies as required.
• Monitor third party compliance systems (ISNet, Avetta, etc.).
• Coordinate and assist in COR audits.
• Update and modify HSMP as needed.
• Set up and maintain site document binders and postings.
• Collect and verify field timesheets and submit to payroll on schedule.
• Track tools, equipment and rentals; coordinate deliveries and returns.
• Order site supplies and process related purchase documentation.
• Maintain site personnel lists and daily sign-in records.
• Provide general administrative support to Site Operations.

Skills

Administrative experience

Analytical skills

Attention to detail

Collaboration

Education

High school diploma

Post-secondary certificate in Office Administration / Occupational Health & Safety

Job description

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