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HSE Compliance Software Specialist

Job Summary

The HSE Compliance Software Specialist owns the day-to-day administration of Allteck’s and Canadian Utility Construction’s contractor compliance and prequalification platforms — including ISNetworld (ISN), Avetta, ComplyWorks and SafeContractor — across more than fifty active client connections in
Western and Central Canada. This position is the single point of accountability for keeping every client compliance profile current, accurate and in good standing so that our operating companies remain eligible to bid, be awarded and mobilize work.

The position reports to the Manager of Health and Safety and acts as the working link between the Project Management group and the Safety department, while also coordinating with Proposals, Fleet, Resources, Human Resources and Finance. Compliance workload is cyclical and driven by external client deadlines; the balance of the week is safety training administration and general HSE administrative support.

Must be adaptable, self-motivated, able to work both independently and within a team, and able to build and maintain strong relationships with colleagues, client compliance auditors and platform vendors through excellent verbal and written communication.

This is a detail-driven position with a significant share of the week being data entry, document formatting, records maintenance, and obtaining information you need to meet an external deadline.

Pay rate: $38.47 – 45.68 per hour

Location: Burnaby, BC

Job Type: Full Time

Responsibilities

  • Contractor compliance platform administration
  • Administer and maintain company profiles, questionnaires and documentation libraries across ISNetworld, Avetta, ComplyWorks, SafeContractor and any additional platforms adopted by clients, for all applicable operating companies;
  • Monitor client compliance grades and statuses daily; identify and resolve flagged, expiring or non-conforming items before they affect eligibility to bid or work;
  • Complete ISN RAVS reviews and re-verifications; determine where the Corporate Health, Safety & Environment Program (CHSEP), Safe Work Practices and Safe Job Procedures satisfy a client requirement, cite the correct chapter and page references, and escalate genuine gaps to the Safety Manager for program development;
  • Prepare and submit responses to client questionnaires, including prequalification, quality, environmental and ESG, Indigenous participation, statistics, financial and information technology questionnaires;
  • Maintain certificates of insurance and coverage documentation across all platforms, managing the annual certificate renewal cycle each spring and the liability coverage renewal each fall, including resubmissions arising from broker or policy changes;
  • Maintain clearance letters and rate documentation configuring automated retrieval where the platform supports it and uploading manually where it does not;
  • Complete annual profile refreshes across all sites each January, including carrier status, fleet, diesel and fuel consumption data obtained from Fleet, and updates to contractor and business licenses;
  • Establish new client connections, including insurance requirements, supporting documentation and initial questionnaire completion;
  • Administer client-specific hazard and task management modules, coordinating hazard assessment input from Safety, employee assignment from Project Management, and training verification from Resources;
  • Attend vendor training sessions and evaluate new platform features, then train internal users on any change that affects them.
  • Bid list, project and stakeholder liaison
  • Work with Proposals and Estimating to align compliance registrations to the active and forecast bid list — activating, prioritizing, pausing or deactivating client connections as pursuit priorities change;
  • Provide the Project Management group with current compliance status by client and project, and flag any gap that could delay prequalification, award or mobilization;
  • Act as the point of contact for client compliance administrators and third-party auditors, managing correspondence, follow-up questions and appeals through to closure;
  • Escalate program, documentation and training gaps identified through compliance reviews to the Safety team and track them to resolution;
  • Maintain a shared compliance calendar and status register that is visible to Safety, Project Management and Proposals.
  • Commercial administration
  • Review, negotiate and administer platform subscription, connection and questionnaire pricing at each annual renewal, in consultation with the Manager of Health and Safety;
  • Restructure and rationalize client connections to eliminate duplicate, redundant or unnecessary charges;
  • Verify, code and approve compliance platform invoices; track spend against budget and report variances to the Manager of Health and Safety;
  • Maintain a rolling renewal calendar covering all subscriptions, certificates, clearances and licenses.

    Safety training administration

  • Maintain the corporate training matrix and employee training records, including entry of completed training, scanning and filing of certificates, and version control of training files;
  • Track certification and ticket expiries across the workforce and issue advance renewal notices to supervision, Project Management and Resources;
  • Schedule and coordinate internal and third-party training courses, including booking instructors and facilities, managing enrolment and attendance, issuing joining instructions, and reconciling training vendor invoices;
  • Upload and verify employee training records in client compliance platforms where client-specific training verification is required;
  •  Produce training compliance reporting for the Manager of Health and Safety and project managers, identifying crews and individuals approaching expiry;
  • Support administration of the training database or learning management system, including new user set-up, data clean-up and data integrity;
  • Assist with the preparation of training materials, sign-in sheets, handouts and course evaluations for internally delivered training.

    General HSE administration

  • Data entry and filing of safety related documentation;
  • Perform other duties as required, requested, or assigned.

Skills & Abilities

  • Exceptional attention to detail — a single expired document or missed deadline can remove the company from a client’s approved contractor list;
  • Strong written communication; able to interpret a client’s question and locate or draft an accurate, defensible response supported by company program documentation;
  • Comfortable reviewing vendor pricing and renewal terms, identifying discrepancies, and putting a clear recommendation to the Manager of Health and Safety;
  • Ability to manage a cyclical workload with firm external deadlines, and to plan ahead for known annual and seasonal peaks;
  • Comfortable and persistent in pursuing information from busy internal stakeholders across Safety, Project Management, Proposals, Fleet, Resources, Human Resources and Finance;
  • Advanced MS Office skills, particularly Excel and Outlook; able to learn new web-based platforms quickly and without formal instruction;
  • Ability to read and interpret client contract requirements, prequalification criteria and company program documentation, and to locate the right evidence within it;
  • Strong organizational and time management skills; able to prioritize competing deadlines in a fast-paced environment;
  • Discretion and sound judgement in handling confidential insurance, financial and personnel information;
  • Self-starter able to work independently with limited supervision, and to identify and act on requirements before they become urgent.

Education, Training & Experience

  • Minimum three years of administrative experience in a role where you personally owned recurring external deadlines and document submissions. Examples include compliance or prequalification administration, contract administration, certification or licensing administration, insurance administration, training coordination, or records management;
  • Demonstrated ability to maintain a large volume of expiring records accurately, and to obtain information from people who do not report to you;
  • Advanced Excel, including lookups, together with strong Outlook, Word and SharePoint skills;

    Preferred and considered an asset

  • Hands-on administration of one or more contractor compliance platforms, including ISNetworld, Avetta, ComplyWorks, or SafeContractor;
  • Experience administering a training database or learning management system;
  • Experience with certificates of insurance, contract compliance documentation or vendor contract negotiation considered an asset;
  • Experience responding to Indigenous participation, ESG or sustainability questionnaires considered an asset.

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