Basic Function

The HSSE Administrator provides administrative and operational support for Iconic's Health, Safety, Security, and Environmental (HSSE) programs. This role is responsible for maintaining safety records, tracking compliance requirements, coordinating training documentation, supporting onboarding activities, and ensuring accurate reporting across the organization.

The HSSE Administrator works closely with Operations, Field Leadership, Human Resources, and the HSSE team to promote a strong safety culture while ensuring compliance with company policies, client requirements, and applicable legislation. This position plays an important role in supporting operational excellence and helping ensure every employee goes home safe every day.

Qualifications

Education

• Certificate, diploma, or degree in Occupational Health & Safety, Business Administration, Human Resources, or a related field.
• NCSO designation or safety-related training is considered an asset.

Experience

• 1-3 years of administrative experience in a health and safety, construction, industrial, utility, or related environment.
• Experience maintaining records, compliance documentation, and reporting.
• Experience supporting onboarding and training programs is considered an asset.

Skills

• Strong organizational and administrative skills.
• Excellent attention to detail and data accuracy.
• Proficient in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Experience working with databases, SharePoint, learning management systems, or document management systems.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and deadlines.
• Ability to maintain confidential information.

Personal Characteristics

• Safety - We go home safe every night.
• Integrity - Around here our word means something.
• Quality - Our quality stands on its own.
• Accountability - We provide solutions, not problems.
• Teamwork - Great people working together.
• Detail-oriented and highly organized.
• Self-motivated and proactive.
• Dependable and accountable.
• Approachable and professional when interacting with employees at all levels.
• Strong problem-solving and critical-thinking abilities.
• Committed to continuous improvement.

Other Requirements

• Valid Class 5 Driver's License considered an asset.
• Ability to travel to project sites occasionally, as required.

Duties

Administration

• Maintain employee training, certification, and competency records.
• Track compliance requirements and notify managers of expiring certifications.
• Maintain and organize HSSE records and documentation.
• Support new hire onboarding and safety orientation administration.
• Assist with document control for HSSE policies, procedures, and forms.
• Prepare reports, spreadsheets, and safety statistics.
• Manage electronic and physical filing systems.

Operations Support

• Assist with incident reporting and documentation.
• Track corrective actions and follow-up requirements.
• Coordinate safety meetings and distribute meeting minutes.
• Support field teams with required safety documentation.
• Assist with audit preparation and compliance reviews.
• Maintain client safety portals and contractor compliance systems.
• Support the administration of the Learning Management System (LMS) and safety training platforms.

Key Responsibilities

• Maintain accurate and up-to-date HSSE records and databases.
• Monitor training compliance and certification requirements.
• Support corporate and project-specific safety programs.
• Assist with regulatory, client, and internal audits.
• Generate monthly safety reports and performance metrics.
• Track leading and lagging safety indicators.
• Support incident documentation and corrective action tracking.
• Assist with continuous improvement initiatives within the HSSE program.
• Ensure document control processes are followed and records are maintained.
• Provide administrative support to the HSSE Manager and Operations teams.

Performance Evaluation Criteria

Administrative Performance

• Accuracy and completeness of HSSE records.
• Timely completion of compliance tracking and reporting.
• Effective management of training and certification records.
• Timely completion of assigned tasks and deliverables.

Safety Program Support

• Training compliance maintained at target levels.
• Audit findings and corrective actions tracked and completed.
• Accurate safety reporting and documentation.

Client & Internal Support

• Timely response to requests from field and office staff.
• Positive feedback from operations and leadership teams.
• Successful support of client compliance requirements.

Additional Information

The statements above are intended to describe the general nature and level of work being performed by employees in this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Employees may be required to perform duties outside of their normal responsibilities from time to time to support business operations.