Operations & Hse Administrator

**COMPANY OVERVIEW**

Movac Mobile Vacuum Services has been a trusted provider in the oil and gas industry since 1995. With a commitment to excellence and safety, we operate across Western Canada, offering specialized services in drilling, completions, pipeline construction, and civil construction.

**THE ROLE**

This is a full-time position based at Movac’s Calgary office, supporting both the Logistics and HSE departments and reporting to the Operations Manager. The Operations Administrator plays a key role in maintaining business continuity across departments and ensuring effective communication and workflow throughout the organization.

The Logistics department is responsible for ensuring equipment and operators are work-ready, that projects are properly staffed and equipped, and that field teams are supported. The HSE department ensures compliance with Federal and Provincial regulations and manages incident investigations and the implementation of corrective actions. The Operations & HSE Administrator supports the leads of both departments by providing day-to-day administrative support.

Key responsibilities include booking rooms and flights for operators travel to site, coordinating vehicle passes, reviewing onboarding and training requirements for operators, auditing driver logs, creating and maintaining forms, templates, policies, procedures, reports, and presentations. This position is also responsible for supporting the flow of information across teams and anticipating new administrative needs as the company continues to grow.

**KEY ACCOUNTABILITIES**
- Provide day to day administrative support to the Operations & HSE departments working in a fast paced and dynamic environment.
- Responsible to ensure effective information flow and communication.
- Coordinates flights, camp, and hotel bookings, vehicle passes and any other logístical details for operations personnel on project sites.
- Provides support with Operator onboarding, including the tracking of Operator training courses and compliance.
- Completes driver logbook audits and compliance reports.
- Ability to effectively manage time, deliverables, and expectations across multiple departments.

**DUTIES & RESPONSIBILITIES**
- LOGISTICS SUPPORT _
- Daily communication with operators on scheduling and ensuring flights and accommodation are booked.
- Coordinate vehicle passes for units and the tracking and administration of rental vehicles.
- Ensure operators complete and maintain safety and training requirements.
- Assist with the completion of the project schedules (staff and equipment) and daily truck status reports.
- Support the Operations & Logistics Coordinator with HR activities such as recruiting operators, onboarding, and training.
- Assist in audits, inspections, and routine maintenance (both yard and shop).
- Supports Logistics with coordinating onsite accommodations for Operators.
- HSE SUPPORT_
- Updates HSE documentation and safety training information.
- Tracks and monitors safety training and compliance including running reports on certificate compliance and distributing to leaders. Role will also follow-up with operators who are not in compliance.
- Conducts audits of driver logbooks and compiles reports.
- Assists with PPE Orders, distribution, and inventory.
- Assist in HSE audits and reporting as required.
- Gain an understanding of policies and procedures so that you can communicate requirements to operators and promote safety management throughout all levels of Movac.
- Promote safety management throughout all levels of Movac.
- OVERALL_
- Complete job responsibilities in a safe and efficient manner and contribute in a positive, professional way to achieving Movac’s goal of providing a high-quality service.
- Conduct all job responsibilities in accordance with the Movac HSE standards, guidelines, and rules.
- Quickly and practically solve problems.
- Provides back up support for other administrative staff as required.
- Assists with the coordination of lunches and events as required.
- Performs other related duties and projects as assigned.

**QUALIFICATIONS**
- Minimum of 5 years experience as an administrator/coordinator in an operation or HSE team environment is required.
- Experience working in transportation, logistics or oil and gas industry preferred.
- Proficiency with Microsoft Excel, Word & PowerPoint.
- Excellent communication and organizational skills are a must.
- Ability to coordinate multiple projects under tight deadlines while dealing with the stress of a very fast-paced environment.
- Ability to adapt to changing priorities and provide flexibility in planning and delivering deadlines.
- Strong attention to detail and accuracy.
- High professional and personal integrity to establish and maintain effective working relationships within multidisciplinary teams.
- Constant disposition to strive for excellence and ownership in all tasks.
- Strong analytical, problem-solving, and critical thinking skills.

**Job