Logistics & HSE Coordinator

Job Title

Important Tasks / Activities / Outcomes

Office Administration and support

·        Handle incoming and outgoing communications, including emails, phone calls, and mail, and serve as a point of contact for internal and external inquiries.

·        Provide general administrative assistance to various departments, including filing, document management, updating contact lists and directories, etc.

·        Manage office space and seating arrangements.

·        Monitor and maintain office supplies inventory, ensuring timely reordering.

·        Organize and tidy common areas.

·        Coordinate annual maintenance and compliance checks on office equipment and amenities.

·        Proactively identify opportunities for improving administrative processes and implement changes.

·        Assist in the creation and distribution of company newsletters and interoffice documentation.

·        Provide support to Finance: vendor set-ups, data entry into Deltek, accounting coding, and monitoring the A/P mailbox.

·        Assist in organizing company events, meetings, and conferences.

·        Coordinate logistics, including venue selection, catering, and corporate travel arrangements.

·        Prepare event materials and manage on-site event execution.

·        Help create presentations and update S.O.P.s.

·         

Human Resources and Employee Support

·        Support recruitment administration activities

·        Helping with employee onboarding and off-boarding tasks.

·        Actively involved with the Culture Committee

·        Assist in updating and distributing company policies and employee handbooks.

Project/Logistics Support

·        Coordinate procurement of field supplies, PPE, sampling gear, and equipment.

·        Obtain quotes, prepare purchase requests, and liaise with vendors on timelines and pricing.

·        Coordinate logistics for projects, including shipments, equipment rentals, etc.

·        Support coordination of field rotations, availability tracking, and schedules (Toms Planner).

·        Assist with project travel arrangements and booking accommodation for employees travelling for projects and events.

·        Process invoices and expense reports.

·        Reconcile receipts, freight bills, and equipment returns.

·        Support Project Managers with weekly Budget Updates

·        Contribute to asset management.

·        Other duties as required

Health and Safety Awareness

·        Promote the Health, Safety and Environment Program, by being an HSE champion that leads by example.

·        Provide orientation for new workers.

·        Report unsafe work practices to the Operations Director and HSE Director.

Incident Response

·        Assist with reporting incidents and spills

·        Assist with incident investigations when needed.

·        Review specified HSE incidents.

Regulatory Compliance

·        Follow all local, provincial/state, and federal compliance legislation, regulations, and rules.

·        Attend compliance and HSE meetings as necessary.

Health, Safety and Environment Program Management

·        Assist with the day-to-day management and compliance of the HSE Program.

·        Help maintain HSE records, including weekly reporting of trends and outcomes.

·        Communicate HSE-related information to workers.

HSE Documentation and Assessment

·        Occasional Review and Sign-Off on specified HSE inspections.

·        Advise Project Managers on HSE documentation and assist with the completion of the following: Emergency Response Plans, Activity Hazard Assessments, Job Safety Analysis, and Safe Work Practices.

Requirements

Required

Education

·        Minimum 2-year diploma or associate degree OHS certification, Safety & Health Fundamentals Certificate, or equivalent

Experience

·        Minimum of 1-3 years of experience in an administrative role.

·        Experience in project coordination or office management is a plus.

• 1-3 years’ experience in HSE roles, preferably in geological/mining industries

Designations & Certifications

·        MSHA Certificates (Blue Card is considered an asset)

·        Standard First Aid

Knowledge, Skills & Abilities

·        Proactive attitude with strong problem-solving skills and adaptability.

·        Strong written, verbal, and inter-personal communication skills.

·        Excellent time and calendar management and organization skills.

·        Strong attention to detail and accuracy.

·        Intermediate to Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Typing speed 50 WPM.

·        Ability to communicate in French is an asset but not required.

·        KPI analysis, and strong document management skills

·        Understanding of OSHA and MSHA regulations

·        Comfort with in incident response and root cause analysis