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