Health & Safety Administrator
Location: Calgary, Alberta
Employment Type: Full-Time
Industry: Construction / Industrial Services
Reports To: Operations Manager / Senior Management
Compensation: Based on experience and qualifications
Position Summary
We are seeking a highly organized, detail-oriented, and proactive Health & Safety Administrator to support, maintain, and continuously improve our company’s health and safety program. This role is responsible for ensuring our safety documentation, training records, inspections, incident files, subcontractor compliance records, fleet maintenance records, and COR requirements are properly maintained and audit-ready throughout the year.
The successful candidate must hold an ACSA COR Auditor designation and have an HSA designation or higher. This position will be responsible for supporting and maintaining our annual COR audit requirements and ensuring our safety program remains compliant, practical, and aligned with Alberta Occupational Health and Safety legislation, client requirements, and construction industry expectations.
This is not just a paperwork role. The right person must be comfortable working across multiple departments, supporting both office and field teams, following up on missing documentation, assisting with incident investigations, maintaining compliance platforms, and helping drive a strong safety culture across the company.
Key Responsibilities
COR Program Administration
- Maintain the company’s COR health and safety management system throughout the year
- Ensure all COR documentation is accurate, current, complete, and audit-ready
- Complete, coordinate, and/or support the company’s annual COR audit process
- Maintain COR audit evidence, including training records, inspections, incident investigations, safety meetings, maintenance records, hazard assessments, and corrective actions
- Track audit action items and ensure deficiencies are corrected before deadlines
- Review company policies, procedures, forms, and documentation to ensure they align with COR requirements
- Support internal reviews, gap assessments, and corrective action plans throughout the year
- Work with management, supervisors, field crews, and administration teams to ensure the safety program reflects actual field practices
- Coordinate with ACSA and other applicable parties regarding COR audit requirements, deadlines, and submissions
Safety Program Maintenance
- Maintain and update the company Health & Safety Manual
- Update company safety programs, policies, safe work practices, safe job procedures, safety forms, checklists, and related documentation
- Monitor changes to Alberta OH&S codes and regulations and assist with implementing required program updates
- Ensure current safety documents are available to supervisors, workers, subcontractors, and management
- Assist with annual reviews of company safety policies and procedures
- Ensure company safety documentation remains practical, accurate, compliant, and usable in the field
- Maintain organized digital and physical safety files
Training, Competency & Safety Orientations
- Maintain employee training records and certification files
- Track expiry dates for required safety tickets, designations, and certifications
- Coordinate required safety training, including WHMIS, First Aid, CSTS, Fall Protection, Aerial Work Platform, Forklift, Telehandler, Confined Space, and other job-specific training
- Facilitate company safety orientations for new employees, subcontractors, and visitors as required
- Prepare onboarding safety packages for new employees
- Notify supervisors and management of expired, missing, or incomplete worker certifications
- Ensure workers are properly trained before being assigned to regulated or high-risk tasks
- Verify subcontractor training records when required
Compliance Platforms & Client Requirements
- Maintain and update client compliance portals and contractor management systems
- Manage safety documentation within platforms such as ISNetworld, Avetta, ComplyWorks, Procore, and WCB systems
- Upload required safety statistics, training records, insurance documents, WCB clearance letters, safety manuals, procedures, and audit documentation
- Track client-specific safety requirements and ensure submissions remain current
- Support project managers and operations teams with client prequalification requirements
- Identify and resolve compliance gaps within external platforms
- Maintain accurate records for client audits, contractor reviews, and safety prequalification processes
Hazard Assessment Documentation
- Collect, review, and file field-level hazard assessments
- Ensure FLHAs are completed properly and contain appropriate hazards, controls, dates, signatures, and task details
- Follow up with supervisors and workers on missing or incomplete hazard assessments
- Assist with formal hazard assessments and updates when work conditions, tasks, equipment, or regulations change
- Track recurring hazards and communicate trends to management
- Support supervisors in ensuring hazard controls are realistic, effective, and followed in the field
Inspections, Corrective Actions & Field Support
- Coordinate and track workplace inspections for job sites, shops, yards, vehicles, tools, and equipment
- Maintain inspection schedules and completed inspection records
- Record deficiencies and assign corrective actions
- Follow up on outstanding corrective actions until completion
- Maintain proof of completion, including photos, signatures, repair records, invoices, or supervisor confirmations
- Escalate overdue or repeated safety deficiencies to management
- Support trend analysis based on inspection results
- Attend job sites, shops, yards, and client locations as required to support safety compliance
Incident & Near-Miss Administration
- Receive, organize, and file incident, near-miss, first aid, medical aid, property damage, and lost-time reports
- Assist supervisors and managers with incident investigations
- Ensure incident reports are completed accurately and submitted on time
- Track root causes, corrective actions, and completion status
- Maintain incident logs and safety statistics
- Support WCB documentation, claims tracking, and modified work paperwork when required
- Prepare incident summaries and trend reports for management review
- Assist with Alberta OHS reporting requirements when applicable
- Help identify practical corrective actions that prevent repeat incidents
Fleet Tracking & Maintenance Records
- Maintain fleet tracking records for company vehicles and equipment
- Track vehicle inspections, maintenance schedules, repairs, registrations, insurance documents, and related records
- Coordinate with operations, yard, shop, and management teams to ensure fleet maintenance requirements are completed on time
- Track commercial driver documentation, including driver abstracts, licences, and required training
- Maintain records for pre-use inspections, equipment deficiencies, service intervals, and corrective actions
- Support compliance with company fleet safety expectations and applicable transportation requirements
Subcontractor Safety Management
- Collect and maintain subcontractor safety documentation before work begins
- Verify WCB clearance letters, insurance certificates, safety manuals, training records, and orientation documents
- Maintain subcontractor prequalification files
- Coordinate subcontractor orientations
- Track missing or expired subcontractor documentation
- Support project managers with client-required safety submissions
- Ensure subcontractors meet company safety expectations before accessing job sites
PPE, Equipment & Compliance Records
- Track PPE issuance where required
- Maintain inspection records for harnesses, lanyards, ladders, fire extinguishers, first aid kits, spill kits, vehicles, tools, and mobile equipment
- Track inspection expiry dates and required equipment recertifications
- Coordinate replacement of expired, damaged, or non-compliant safety equipment
- Maintain SDS binders and digital SDS records
- Ensure WHMIS and chemical documentation is current
- Support site readiness by confirming required signage, emergency equipment, first aid supplies, and safety documents are available
Safety Meetings & Communication
- Prepare agendas, minutes, and attendance records for safety meetings
- Track toolbox talk completion and participation
- Distribute safety alerts, bulletins, lessons learned, and policy updates
- Maintain records of worker communication and participation
- Support Joint Health and Safety Committee or Health documentation, where required
- Track recommendations and corrective actions from safety meetings
- Communicate safety requirements clearly and professionally to workers, supervisors, subcontractors, clients, and management
Required Qualifications
- ACSA COR Auditor designation
- HSA designation or higher
- Experience maintaining or supporting a COR-certified health and safety program
- Experience with ISNetworld, Avetta, ComplyWorks, Procore, and WCB systems
- Strong knowledge of Alberta OH&S codes and regulations
- Experience updating company safety programs, policies, procedures, and documentation
- Experience assisting with incident investigations
- Knowledge of fleet tracking, fleet safety documentation, and maintenance records
- Strong computer skills, especially with Microsoft products, including Word, especially Excel, Outlook, Teams, SharePoint, and PDF tools
- Strong document control and recordkeeping skills
- Ability to facilitate safety orientations
- Valid Class 5 Driver’s Licence with a clean 3-year commercial driver’s abstract
- Ability to visit job sites, shops, yards, and client locations as required
Preferred Qualifications
- National Construction Safety Officer designation or progress toward NCSO
- First Aid certification
- WHMIS
- CSTS or equivalent construction safety training
- Fall Protection training
- Incident investigation training
- Experience with WCB claims management and modified work programs
- Experience preparing for external COR audits
- Experience working with field crews, supervisors, subcontractors, and client safety representatives
- Familiarity with scaffold, shoring, forming, equipment rental, fleet operations, or industrial construction environments would be an asset
Required Skills & Abilities
- Strong ability to multitask in a fast-paced construction environment
- Excellent attention to detail
- Strong organizational and follow-up skills
- Ability to maintain accurate and audit-ready records
- Ability to identify documentation gaps and close them before they become compliance issues
- Strong written and verbal communication skills
- Strong problem-solving ability
- Ability to work across multiple department structures, including operations, field supervision, fleet, yard, administration, HR, project management, and senior leadership
- Ability to work professionally with field staff, supervisors, managers, subcontractors, clients, and external safety representatives
- Comfortable holding people accountable for missing paperwork, expired training, incomplete inspections, or overdue corrective actions
- Practical understanding of how safety applies in real construction environments
- Ability to balance compliance requirements with operational realities
- Ability to work independently with minimal supervision
- Ability to manage multiple priorities, deadlines, and urgent requests
- Comfortable reviewing forms, policies, training records, fleet records, and field documentation for accuracy
- Strong confidentiality when handling incident reports, medical information, WCB documents, employee records, and driver documentation
- Desire to grow within their career path and take on increased responsibility over time
Ideal Candidate Profile
The ideal candidate is organized, persistent, practical, and confident. They understand that safety administration is not just about filing paperwork. It is about keeping the company prepared, compliant, and protected while supporting the field teams doing the work.
They must be able to keep the COR program active throughout the year, not scramble at audit time. They should be comfortable managing compliance portals, tracking training and fleet records, supporting incident investigations, facilitating orientations, identifying gaps, correcting documentation issues, and making sure safety expectations are clear and consistently applied.
This role requires someone who can work across multiple departments, communicate clearly, problem-solve under pressure, and help maintain a safety system that is functional, compliant, and respected.
Working Conditions
- Office-based role with regular site, yard, and shop visits
- Occasional travel within Calgary and surrounding areas may be required
- May be required to attend client sites or project locations
- Must be comfortable entering active construction environments
- PPE will be required when visiting field locations
- Regular use of computer systems, spreadsheets, safety platforms, digital files, and safety management documentation
- Must be able to manage competing priorities and frequent interruptions
Why Join Us
We are looking for someone who wants ownership of the health and safety administration function and takes pride in keeping the company prepared, compliant, and audit-ready. This role is an important part of our operations and will directly support our workers, supervisors, managers, fleet operations, project teams, and COR program.
The successful candidate will have the opportunity to help improve our safety systems, strengthen accountability, support company growth, and develop within their own safety career path.
Only candidates selected for an interview will be contacted.
Pay: $65,000.00-$75,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Application question(s):
- Are you Located in Calgary Alberta or immediate surroundings?
Experience:
Work Location: In person
