Administrative Assistant, Health, Safety & Quality

Summary:

The Administrative Assistant, Health, Safety & Quality is primarily responsible for providing administrative support to the Health & Safety and Quality departments. Administration support includes but is not limited to data entry, generating, reviewing, and updating records, assisting with the development, and updating of policies and procedures, scheduling safety-related training and maintaining the safety management software program.

Responsibilities & Duties:

General  

• Support the Manager(s) with various administrative tasks.
• Participate and record meeting minutes of meetings.
• Provide estimating team with health, safety, risk and quality documents for day-to-day tender requirements.
• Support with internal and external health and safety onboarding and orientation processes, for new and existing employees.
• Support document management and updating policies, standards, programs, and procedures.
• Perform general clerical duties including but not limited to data entry, photocopying, faxing, mailing, and filing.

Health, Safety & Environmental

• Schedule training and input employee information and training records into company’s health and safety management software program.
• Maintain and organize records for training, certifications, and licenses.
• Manage and track safety-related paperwork such as incident reports, and inspection logs.
• Analyze information in safety management software program for accuracy and generate reports to be used for various meetings.
• Prepare and distribute health and safety reports, meeting minutes, and correspondence.
• Create and modify documents using Microsoft Office (Excel, Word, PowerPoint), including training packages.
• Liaise with HSE Coordinators and project teams, ensuring clear communication of health and safety policies, standards, programs and procedures.
• Monitor and track the progress of health and safety initiatives and corrective actions.
• Submit and maintain WSIB and MLITSD reporting and submission of records, injury and incident management investigations and corrective actions database(s).

Quality  

• Monitor License/Membership/Certificate Renewal Database (monthly).
• Assist Quality Manager with scheduling and conducting auditing processes to ensure that all TESC certifications and memberships such ISO, CWB, TSSA, ESA etc. are kept current.
• Monitor and maintain various logs such as Measuring and Test Equipment Log, Non-conformances Log, Certified Welders Log, Continues Improvement, SWOT Table and Lesson Learned Logs.
• Monitor and maintain Pre-Qualification of new external providers. Collect certification from procurement and update Sub-Contractor & Supplier List and New Vendors & Sub-Contractors folders.
• Maintain existing external certificates.
• Distribute customer feedback surveys after job completion and coordinate charity donations for returned customer surveys with accounts payable.
• Assists with the development of Quality Assurance program training materials.
• Assist Quality Inspectors with preparation of project turnover documentation.

Job Specifications:

• College Diploma or related training in business administration or safety.
• 2-5 years administrative experience.
• Construction field experience an asset.
• Excellent organizational skills.
• Excellent oral and written communication skills.
• Proficiency in MS Outlook, Word, and Excel.
• Ability to multitask, prioritize, and meet deadlines.
• Professional attitude and team player.
• Demonstrated ability to work with minimum supervision.
• Eye for detail, accuracy is imperative.
• Must have valid Driver’s License.

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