Site HSE & Administrative Coordinator - Services

• Maintain and manage HSE and Quality Management Systems documentation, including filing and SharePoint organization.
• Support site teams with various administrative tasks
• Manage inventory and distribution of HSE-related materials as well as office supplies.
• Assist with expense tracking, reconciliation, and reporting.
• Take meeting minutes and distribute updates.
• Perform quality checks on time allocations and ensure proper coding.
• Archive and destroy files as required, ensuring compliance with document control procedures.
• Provide ancillary HSE support functions and travel to project sites as needed.

• Prepare KPI and training reports, including charts and graphs.
• Build and maintain Monthly Operations Calendar and plan for Project Review and Operations Meetings.
• Complete documentation to support the project controls specialist and maintain document control standards.
• Stay current on changes to Graham’s HSE Management System.
• Complete Labour Production Reports, Internal and External Equipment Reports, and Project Hours Reports.

• Exercise financial awareness when using the pCard and managing site-related expenses.
• Ensure cost-effective ordering aligned with environmental strategy.
• Reconcile expenses, invoices, and purchase orders, providing justification for modifications.
• Budget for office expenses including supplies and utilities.

• Develop strong relationships with on-site clients to ensure efficient operations.
• Submit contractual reports on behalf of SMs and PCs, ensuring timely and accurate completion.
• Maintain professionalism and represent Graham with integrity.
• Provide assistance to SMs, PCs, and Superintendents with reporting and documentation.
• Communicate applicable legislation and HSE requirements to stakeholders.

• Show initiative and a willingness to take on new tasks and present new, creative ideas.
• Demonstrate leadership in demeanor, acting with professionalism, a strong sense of ownership, and overall accountability.
• Take ownership of tasks and care to do a great job, going above and beyond to make an impact.
• Build morale through team building.
• Work collaboratively with other site administrators to share knowledge and lessons learned.
• Maintain a positive attitude.
• Adapt to changes in the work environment and shift gears as necessary.
• Remain humble, manage stress well, and maintain composure.

• Strive for continuous learning and improvement.
• Remain self-aware of own capabilities and areas for personal improvement.
• Learn from mistakes and failures and use the experience to improve future performance.

• Meet and exceed the expectations and requirements of internal and external customers.
• Build and deepen customer relationships.
• Manage the experience of customers to ensure positive relationships are established and maintained.

• Demonstrate a passion and excitement for the work and model a can-do / high-performance attitude.
• Establish stretch goals, holding self and others accountable for results.
• Bring energy and perseverance to the pursuit of goals and follow through on commitments.

• Proficient in MS Office Suite, Excel, SAP, Toolbox, PowerPoint, Teams, and basic IT troubleshooting.
• Ability to create presentations and reports for site teams.

• Bachelor’s degree or diploma in a related field (e.g., Business Administration, Occupational Health & Safety) is preferred.
• Experience in Construction / Maintenance site administration and/or HSE coordination preferred.
• Strong organizational and communication skills.
• Ability to work independently in a fast-paced, deadline-driven environment.
• Valid driver’s license
• Strong understanding of how to communicate or deal with different levels in the organization up to the executive level, and communicate positively and effectively with other administrative staff throughout the organization.

Graham