Administration Officer jobs

Job Summary

The Safety and Administrative Coordinator supports a safe, organized and efficient workplace across In Situ’s three locations. The role coordinates the company’s health and safety program and provides administrative support to management, archaeologists, technicians and project managers.

Working with employees and project teams, the Coordinator maintains safety documentation, organizes training and inspections, supports incident investigations and follows up on corrective actions. The role also supports correspondence, records, project tracking and routine finance administration. It requires sound judgment, initiative, discretion and a willingness to learn In Situ’s projects, policies and procedures.

Health and safety responsibilities

· Coordinate with workers and management at each office to identify, communicate and address safety concerns; track corrective actions and escalate unresolved issues.

· Support the development, implementation and ongoing improvement of the company’s safety program, procedures and supporting documentation.

· Monitor field safety paperwork, follow up on missing or incomplete records and maintain controlled safety forms, templates and records.

· Coordinate safety onboarding for new employees and maintain orientation and training records.

· Conduct site safety inspections and worker safety observations as required; coordinate quarterly inspections at each office and follow up on findings.

· Coordinate or conduct incident, accident and near-miss investigations, including root cause analysis, documentation and follow-up actions.

· Work with Project Lead Archaeologists and Project Managers to develop or review project- and client-specific safety requirements and documentation.

· Participate in Health and Safety Committee meetings and lead, or arrange a designate to lead, monthly safety meetings for all locations.

· Coordinate preparation for the annual COR audit, assemble supporting records and follow up on audit findings.

· Provide safety support to employees, including on-call coverage under an agreed schedule and escalation process.

Administrative responsibilities

· Provide administrative support to management and project teams; organize assigned tasks and follow through to completion.

· Prepare and distribute correspondence, memos and reports, ensuring information is accurate and directed to the appropriate recipients.

· Maintain filing systems and document records, ensuring materials are current, accessible to authorized staff and properly stored.

· Perform data entry and update stakeholder trackers, project records and other company databases as required.

· Assist with routine bookkeeping and finance administration, including invoicing support, client follow-ups and expense tracking, within assigned responsibilities.

· Respond to routine inquiries, resolve administrative issues within the role’s authority and escalate matters requiring management input.

· Handle sensitive employee, client and company information with discretion and maintain professional relationships with colleagues, clients and community partners.

· Perform other related safety and administrative duties as assigned.

Qualifications and experience

· Post-secondary education in Occupational Health and Safety or Risk Management, or an equivalent combination of education and relevant industry experience.

· At least two years of relevant safety experience and working knowledge of WorkSafeBC requirements.

· Demonstrated ability to investigate incidents, identify root causes and coordinate practical follow-up actions.

· Strong administrative, recordkeeping and organizational skills, with attention to detail and accuracy in correspondence and data entry.

· Ability to manage competing priorities, work independently and collaborate with employees across multiple locations.

· Clear communication skills and the ability to exercise tact, diplomacy and discretion.

· Valid Class 5 driver’s licence and a demonstrated clean driving record; willingness and ability to travel to offices and project sites as required.

· Legally eligible to work in Canada.

Preferred: Construction Safety Officer certification (CSO/NCSO), Intermediate First Aid certification and experience supporting COR audits. Experience with invoicing, expense tracking and company databases is an asset.

Join us as we prioritize the well-being of our team members by creating a safe, compliant, and productive workplace!

Only candidates selected to interview will be contacted.

Pay: $30.00-$38.00 per hour

Benefits:

• Casual dress
• Dental care
• Extended health care
• Flexible schedule
• Mileage reimbursement
• On-site parking
• Paid time off
• Vision care

Experience:

• Safety: 2 years (required)

Licence/Certification:

• Class 5 Licence (required)

Location:

• Sechelt, BC (required)

Work Location: In person