Admin Jobs in Calgary, AB (NOW HIRING)

The Safety Admin Coordinator provides administrative and coordination support for the organization’s health and safety program. This role maintains safety records and systems, supports incident reporting and claims administration, coordinates training and documentation, and assists leaders in meeting Alberta OHS and organizational safety requirements. The position plays a key role in ensuring safety processes are organized, current, and effectively communicated across the organization.

Safety Administration and Documentation

• Maintain health and safety records, files, forms, and internal tracking systems.

• Support the administration and ongoing maintenance of the electronic Health & Safety Management System.
• Coordinate document control for policies, procedures, safe work practices, inspections, and forms.
• Track completion of inspections, corrective actions, and follow-up items.
• Assist with scheduling and preparing materials for safety meetings, committees, and audits.
• Coordinate orientation records, toolbox talk documentation, and training attendance logs.

Incident Reporting and Claims Support

• Receive, log, and maintain records for incidents, near misses, and workplace injuries.

• Support timely completion and submission of internal reports and WCB documentation.
• Track claims status, modified work documentation, and follow-up requirements.
• Maintain confidential claim files and ensure records are current and complete.
• Assist leaders and employees with forms, reporting timelines, and administrative processes related to incidents and claims.

Training and Compliance Coordination

• Maintain safety training records and monitor completion of required courses and certifications.

• Coordinate logistics and materials for orientations, refresher sessions, and safety communications.
• Support audit preparation by organizing records, reports, and compliance documentation.
• Track legislative and internal compliance requirements and flag upcoming deadlines.

Reporting and Program Support

• Prepare routine safety reports, dashboards, and summaries for leaders and committees.

• Compile data related to incidents, inspections, corrective actions, and training completion.
• Provide administrative support for safety initiatives, projects, and continuous improvement activities.

Systems, Audits, and Record Management

• Maintain electronic and paper filing systems for safety records and compliance documents.

• Support internal and external audits by organizing required evidence and documentation.
• Assist with updating templates, forms, procedures, and safety communications.
• Ensure information in safety systems is accurate, current, and accessible to appropriate users.

Communication and Service Support

• Respond to routine safety inquiries and direct team members to the appropriate resources.
• Support distribution of safety notices, bulletins, and updates.
• Coordinate meetings, calendars, and follow-up communications for safety-related activities.

Additional Support Duties

• Provide day-to-day administrative support to the safety function and related operational teams.

• Assist with procurement and inventory tracking for safety supplies and materials.
• Support special projects and other duties related to health, safety, and compliance administration.

• Diploma, certificate, or post-secondary coursework in Occupational Health & Safety, Business Administration, or a related field.

• 1–3 years of experience in an administrative, coordination, or safety support role.
• Familiarity with Alberta OHS requirements, safety documentation, and incident reporting processes.
• Experience maintaining records, databases, and confidential files with a high degree of accuracy.
• Experience with Microsoft Office and digital recordkeeping systems required; experience with safety management software is an asset.

• Strong organizational skills and the ability to manage multiple tasks, deadlines, and competing priorities.

• Excellent written and verbal communication skills with strong attention to detail.
• Proficiency in Microsoft Office Suite, especially Word, Excel, Outlook and SharePoint.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong recordkeeping, data entry, and document control capabilities.
• Customer-service orientation and the ability to work effectively with employees, leaders, and external contacts.

Work Environment:

• Primarily office-based, working in a professional, fast-paced environment.
• Occasional site visits to operational areas to support inspections, meetings, or document verification.
• Frequent use of computer systems, phones, and other standard office equipment.
• Regular communication with internal and external stakeholders, in person or virtually

Work Hours:

• Generally full-time, Monday to Friday, based on business and operational needs.
• Occasional flexibility may be required to support meetings, audits, or incident-related administration.

Physical Demands:

• Extended periods of sitting, computer work, and document handling.
• Occasional walking, standing, and light lifting related to office or site support activities.
• Movement between various outdoor venues throughout the year.

• Collaboration
• Takes responsibility for their part of shared work
• Communicates clearly with teammates and partners to support team and guest outcomes
• Steps in to support others when needed
• Safety
• Follows safe work practices consistently
• Notices hazards and speaks up early
• Adjusts behaviour when conditions change
• Integrity
• Does what they say they will do, follows shared standards, and owns their responsibilities
• Is honest about mistakes and works to fix them
• Asks for help when needed to meet commitments
• Sustainability
• Focuses on priority work and avoids unnecessary rework
• Uses time, equipment, and resources responsibly
• Adjusts approach when plans or conditions change
• Inspiration
• Brings positive energy, enthusiasm, and joy to every guest interaction
• Helps guests feel welcomed, valued, and appreciated
• Listens to guest feedback and responds with care and action
• Belonging
• Treats guests and teammates with respect and care
• Practices active listening in daily interactions
• Includes others and avoids behaviours that exclude or dismiss