Office/HSE Administrator

ATCO Structures & Logistics Ltd; Yellowknife; On-site; CAD 47,000 - 62,000; Full time

Job summary

A leading company in facilities management is seeking an Office/HSE Administrator in Yellowknife. The candidate will manage administrative tasks while supporting HSE management systems. Ideal for those with office administration experience and strong communication skills. The role emphasizes efficiency in financial and timekeeping records.

Qualifications

• Minimum 2 years of experience in office administration.
• Experience as an HSE Coordinator is an asset.
• Strong communication skills, both written and verbal.

Responsibilities

• Review, code, and approve invoices for processing.
• Maintain accurate records of hours worked and leave taken.
• Participate in internal and external audits.

Skills

Scheduling

Customer Service

Communication

Microsoft Office

Time Management

Education

High school diploma or equivalent

Post-secondary education in a related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Job description

Who We Are:

ATCO Frontec is a market leader providing facilities management, camp services, workforce lodging solutions, operational support services and disaster and emergency management for a diverse range of clients. We are a service-based organization made up of great people who work hard to get the job done and deliver excellence in the communities where we work and live.

Description:

ATCO Frontec is seeking an Office/HSE Administrator to join our team at Fire Prevention Services in Yellowknife, NT.

The Office/HSE Administrator is responsible for planning and scheduling work activities, maintaining accurate timekeeping and financial records, and providing comprehensive administrative support. This position also supports the development, implementation, and maintenance of the HSE Management System for FPS Leduc and Yellowknife Branches.

Where We Work and Live: This position will be based on-site in our office in Yellowknife, NT.

Responsibilities:

• Review, code, and approve invoices for processing.

• Track and issue receipts on purchase orders.

• Prepare and process client quotes and invoices.

• Generate month-end, quarterly, and year-end processes.

• Participate in internal and external audits.

• Collect, verify, and summarize timesheets for submission.

• Maintain accurate records of hours worked and leave taken via online time management systems

• Provide general administrative support to the management team.

• Take and distribute meeting minutes; manage internal action logs.

• Maintain and update physical and electronic filing systems.

• Assists in the processing, tracking, recording and reporting of accident and incident data using Site Docs (e.g. total reportable injury rate, lost time injury rate, etc.).

• Assists in the development and distribution of HSE communications to internal team members.

• Provide Safety Statistical Information Weekly to Managers at the Leduc/Yellowknife FPS Locations

• Ensure Training and Certifications are tracked and current.

• Support the development and execution of HSE training programs as required.

• Monitors and tracks changes and updates in HSE legislation in Canada.

• Monitors and assesses current processes to look for efficiencies and continuously improve the management system.

• Assist with completing Corrective Actions for Annual HSE Audits

• Manage ERP program, from annual updates to mock and tabletop drills.

• Participate on the Joint Health Safety Committee quarterly, capture Meeting Minutes, distribute to Leduc/Yellowknife Locations

• Ensure Safety Board is updated Monthly with Safety Documentation.

• Complete and Submit Safety Statistical Information for Leduc/Yellowknife for the Monthly Global Stewardship Report.

• Prepare Bi-Weekly Safety Meetings for Leduc/Yellowknife Supervisors

• Other duties as required.

Qualifications:

• Minimum 2 years of experience in office administration, including scheduling, customer service, and general office duties

• Experience as an HSE Coordinator or in a similar role is an asset; training will be provided

• High school diploma or equivalent required; post-secondary education in a related field is an asset

• Proficient in Microsoft Office applications, including Excel, Word, Outlook, and Teams

• Experience with timecard entry, accounts payable/receivable, and ordering parts

• Strong communication skills, both written and verbal; comfortable speaking in front of a team

• Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines

• Self-motivated, adaptable, and a collaborative team player with a willingness to learn

• Ability to work on-site at the designated office location

• Understanding of business operating systems and general office technology

We would like to thank everyone for their application; however, only those being considered for an interview will be contacted.

Collection, use, and retention of personal information will be in accordance with ATCO Group privacy policies and practices.

By submitting your resume and personal information to the ATCO Group of Companies, and/or participating in a personal interview, you acknowledge and consent to the collection, use and disclosure of your personal information by the ATCO Group of Companies to determine your suitability for employment opportunities within the ATCO Group of Companies.