QHSE Administrator

About the job:

Kent is seeking a QHSE Administrator to support the Kearl ITA2 Project in Fort McKay, Alberta.

The position will provide primary administrative support to the Project Quality function and coordinated administrative support to the HSE function. The role is responsible for maintaining accurate Quality and HSE records, registers, reports, and supporting documentation in accordance with project, company, client, contractual, and regulatory requirements.  The QHSE Administrator will support field execution by coordinating the collection, completeness review, tracking, filing, retrieval, and reporting of Quality and HSE records. The position will also support inspection planning, audit readiness, action tracking, KPI reporting, and the progressive compilation of records required for project completion and turnover.  The position reports to the Project Quality Manager. HSE administrative priorities will be coordinated with the Project HSE Manager.

Skills and Responsibilities:

Responsibilities:

Quality and HSE Administration

• Receive and administer field documentation submitted by Quality Inspectors and HSE personnel.


• Review submitted records for administrative completeness, including document number, revision, date, work location, activity reference, required signatures, attachments, traceability information, and record status.


• Maintain Quality registers, including NOI, QSR, punch list, NCR, CAR, audit, calibration, ITP, ITR/check-sheet, and Quality action logs.


• Maintain HSE records, registers, permits, training records, certifications, and other assigned HSE documentation.


• Track outstanding records, signatures, inspection documentation, actions, and closure evidence, and follow up with the responsible personnel.


• Support the preparation and maintenance of weekly and monthly Quality and HSE reports and KPI dashboards.


• Support Quality inspection planning, look-ahead reporting, and scheduled inspection status updates as directed.


• Support audit preparation by ensuring applicable records and objective evidence are current, organized, traceable, and readily retrievable.


• Support the progressive compilation and handover of Quality records required for mechanical completion, turnover, and final project dossiers.


• Maintain secure and organized electronic and physical filing systems in accordance with project record-retention requirements.


• Support project document control activities within the Quality and HSE functions. Formal document numbering, transmittal, controlled distribution, and master document control remain the responsibility of the Project Document Control function.


• Liaise with Quality, HSE, Construction, Completions, Project Controls, Document Control, and other project personnel to obtain required information and documentation.

Role Limitations

The Quality/HSE Administrator performs an administrative and records-management function. The position does not replace the responsibilities of qualified Quality Inspectors, HSE professionals, Completions personnel, or Project Document Control.

The role is not authorized to independently accept or reject work, approve inspection results, sign inspection records as the Quality Inspector, approve NCR dispositions or closures, make technical Quality or HSE decisions, or alter completed and approved project records.

In addition to the responsibilities listed herein, the employee may be required to perform other ad-hoc tasks as needed or directed by the supervisor or management. These tasks will be within the reasonable scope of the employee's skills, capabilities, and role within the organization. The intent of this provision is to allow for flexibility and adaptability in meeting the dynamic needs of the organization, ensuring that operational requirements can be met efficiently. All such tasks will be assigned considering the employee's current workload and with respect to their professional development.

Your knowledge/skills, education and experience:

Knowledge/Qualifications/Training/Certification:

• Diploma or certificate in Business Administration, Quality Administration, Records Management, Document Control, or a related discipline is preferred.


• Five or more years of administrative experience in industrial construction, oil and gas, mining, or major-project environments, preferably supporting Quality, HSE, Completions, or project teams.


• Experience supporting FIFO or remote-site projects is considered an asset.


• Demonstrated experience maintaining inspection records, project registers, tracking logs, reports, and records-management systems.


• Strong proficiency in Microsoft Excel, Word, Outlook, and SharePoint.


• Experience with Aconex, Hexagon/SCDB, completions databases, electronic inspection systems, or comparable project information-management systems is preferred.


• Strong organizational skills, attention to detail, document traceability awareness, and the ability to manage competing deadlines.


• Strong written and verbal communication skills.


• Ability to handle confidential and sensitive project information professionally.

Communication:

• Strong written and verbal communication skills.


• Ability to work effectively with cross-functional teams in a fast-paced site environment.

Behavior/Core Competencies:

• High attention to detail and accuracy.


• Strong organizational and multitasking abilities.


• Ability to prioritize competing deadlines while maintaining accuracy.


• Confidentiality and professionalism in handling sensitive information.

HSSEQ:

The Employee shall observe the Health, Safety, Sustainability, Environment and Quality rules of the Company; it’s clients and the governing authorities of the host country.

Details about the role:

• Location: Kearl Site, Fort McKay, Alberta


• Rotation: 14/7


• Relocation required: No


• Travel required: Yes (to/from site via charter flights from the Edmonton or Calgary aerodrome)


• Contract type: Project-based


• Experience level: 5+ years