Office Administrator / Safety Coordinator
Company: Sheppard Steel Structures
Location: Winnipeg, MB. Company operations is Calgary AB and consideration could be given for employee working in Calgary AB.
Job Type: Full-Time, Permanent, min 30 hours per week up to 44 hours, Flexible hours (In-Person, hybrid, remote)
Pay Range: $25.00 – $40.00 per hour (Based on experience)
About Us
At Sheppard Steel Structures, we erect high-quality steel structures for commercial and industrial use. We pride ourselves on precision, reliability, and maintaining a culture where operational efficiency and safety go hand in hand.
We are seeking a dedicated, versatile Office Administrator / Safety Coordinator to join our team. This dual-role is integral to the operations of our company—split between managing vital day-to-day office operations and actively administering our health and safety program.
Position Overview
This role requires a proactive professional who thrives in a fast-paced environment and can seamlessly transition between administrative workflows and site safety administration and coordination. You will oversee front-office logistics, manage onboarding paperwork, interface with accounting, and act as a primary driver for our safety compliance, including the active maintenance of our COR certification and Corfix platform.
Key Responsibilities1. Office Administration & Operations (Primary Focus)
- Onboarding & HR Support: Prepare all new hire onboarding paperwork, maintain and update digital and physical employee files, and ensure every worker receives a comprehensive initial orientation.
- Project & Estimating Support: Assist management with preparing and submitting project estimates. Maintain and update the approved Sub-contractor database.
- Billing & Accounting Liaison: Ensure project and operational billing data is gathered, verified, and submitted to the accounting department in a timely, accurate manner.
- Facilities Logistics: Coordinate equipment upkeep by scheduling and maintaining timelines for necessary maintenance, including warranty management, and insurance lists.
- General Administration: Manage incoming and outgoing communications, organize company records, and support directors with day-to-day documentation.
2. Health & Safety Coordination
- Program Administration: Develop, organize, manage, and administer the Health and Safety Program in close collaboration with the Health and Safety Committee.
- COR Certification & Audits: Coordinate all requirements to maintain COR certification. Lead and complete internal annual COR audits.
- Digital Safety Management: Actively monitor, maintain, and utilize the Corfix platform appropriately for all safety tracking, compliance, and reporting.
- Training & Development: Identify employee safety training requirements, coordinate/assist with safety seminars, and ensure compliance with Workplace Safety and Health regulations.
- Incident Investigation & Reporting: Assist Project Supervisors in investigating workplace incidents or near-misses. Prepare detailed incident reports and summaries, and ensure all regulatory forms are submitted.
- Hazard Assessment & Mitigation: Create detailed safe work plans that identify and sequence activities. Prepare written descriptions of hazards and corrective actions, and address unsafe activities or operations.
- Equipment & Fleet Oversight: Maintain the Safety equipment records and keep an inventory of purchased health and safety equipment. Review vehicle/equipment inspection logs, maintaining a master deficiency list and tracking corrective actions.
- Compliance Support: Maintain up-to-date knowledge of safety literature, legislation, and codes of practice. Post updates, bulletins, and rules, and provide support regarding Workers’ Compensation Board (WCB) regulations and policies.
- Health Plan Administration and Management: Onboard and off board employees in the Health Plan.
Qualifications & Skills
- Experience: Proven administrative and safety coordination experience, familiarity with construction, manufacturing, or industrial environment preferred.
- Organization & Detail: Excellent organizational skills with a proven ability to manage multiple priorities, handle confidential files, and maintain accurate project data.
- Software Proficiency: Proficient with Microsoft Office (Word, Excel, Outlook), Google Workspace (Gmail, Drive, Docs, Sheets), and construction management software like SiteDocs or Corfix.
- Safety Credentials: Familiarity with the COR Safety program. Having completed COR courses and experience with COR implementation and compliance is a major asset.
- Regulatory Knowledge: Working knowledge of Workplace Safety and Health regulations and standard construction safety codes in Alberta, BC, Sask, and Manitoba.
- Communication: Excellent verbal and written communication skills; confident coordination of calendars and schedules, organizing documents in paper and electronic form, and coordinating with Directors, Supervisors, Employees, Accounting, and Customers.
Benefits & Perks
- Competitive hourly wage ($25.00–$40.00/hr)
- Health and Dental Care
- Vision Care and Life Insurance
- Paid Time Off
- Casual dress code
To Apply
Please submit your resume and a brief cover letter detailing your experience with construction office administration and COR/safety compliance to [email protected] with the subject line "Application: Office Admin / Safety Coordinator."
We thank all applicants for their interest, however, only those selected for an interview will be contacted.
Pay: $25.00-$40.00 per hour
Benefits:
- Dental care
- Flexible schedule
- On-site parking
Work Location: Hybrid remote in Winnipeg, MB R2M 3N2
