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The STEBBINS Engineering and Manufacturing Company

Start: January/23/2020

Safety & Admin Coordinator




JOB TITLE:                            SAFETY & ADMIN COORDINATOR




LOCATION:                          OTTAWA, ONTARIO


SUPERVISOR:                      SAFETY DIRECTOR


SUBORDINATES:                NONE


REVISION DATE:                 January 21, 2020        


STATUS:                                EXEMPT



GENERAL PURPOSE OF THE JOB:   To assist the Safety Director in the implementation of the corporation's overall safety program and to assist the overall Stebbins' Canada East Office with day to day operations.




Report worker's compensation claims and/or accidents to the applicable state or providence when required. Completes all worker's comp required forms and other requested state, province, and federal forms.


Assist the Safety Director, Human Resources Department, and Corporate Attorney as necessary in matters concerning workers' compensation.


Follow-up on all workers' compensation claims and writes correspondence when necessary.


Coordinates with Divisions and Department and creates/maintains database on:  Drug Testing, Pulmonary Testing, Blood/Lead Testing (US & Canada), and Safety Training, Lost-time and first-aid recordable accidents on the OSHA 200 log.


Monitors and records weekly Tool Box Talks, Jobsite Reviews, Field Equipment Inspection Reports.


Completes the Monthly Safety Bonus for field crew and maintains files of same.


Monitors the Safety Bonds, Plaques, and Pins program.


Submit Bi-monthly status reports to Safety Director.


Makes, Distributes, and files all materials for Pre-job Safety Training Kits, and job boxes.


Assist in creating and/or modifying safety forms as necessary.


Enter material and equipment charges for all outgoing and incoming jobs.

Responsible for maintaining safety and sales files. Develop and maintain accurate (electronic and/or hard copy) files on claims and accidents, job files, drawing databases, email correspondence, and observation reports.


Processes Ottawa Office incoming/outgoing mail and distributes incoming faxes. Prepares customs documents for across border shipments.


Maintain travel spreadsheet for Stebbins' Canada East employees when travelling out of the country and submit to the Human Resources Department annually.


Enter & distribute customer purchase orders.


Review, edit, and issue all proposals, job set ups, and observation reports. Prepare proposal binders.


Maintain and prepare corporate files (electronic and hardcopy files) as needed.


Prepare letters and memo's for both Sales and Accounting divisions.


Correspond with customers with regards to proposals, observation reports, and safety.


Prepare documents for board of directors' meetings.


Prepare documents for Background Investigations.


Update files for Safety Data Sheets (SDS) for products used from companies other than Stebbins.


Additional duties as required by the Safety Director.


EMPLOYMENT STANDARDS:   Must be able to follow prescribed office policies and procedures and obey all safety rules. Maintain confidentiality of sensitive and confidential information. Must have strong organizational, administrative, and communication (oral and written) skills. Maintain a business-like professional appearance in manner and attire at all times. Ability to work independently or as part of a team. Able to prioritize tasks with minimal direction. Able to deal effectively with people and to maintain effective working relationships with other employees, customers, and outside public. Ability to understand and carry out instructions. Able to travel both internationally and domestically approximately 40% of the month.


ACCOUNTABILITIES:  Responsible for timely and accurate completion of all assigned duties.


EDUCATION:  Background in Construction Safety and/or Manufacturing Safety. Degree or Certificate preferred, but not necessary if candidate has the appropriate experience.


EXPERIENCE:  Must have a comprehensive understanding of the worker's compensation laws for Canada. Three or more years of progressive experience/knowledge of safety operations in the construction industry or 5 plus years of safety experience in a manufacturing environment. Experience with general office tasks and excellent computer skills. Knowledge of business and construction terminology. Must have a working knowledge (speaking, reading, and writing) of both the French and English languages.


EQUIPMENT USED:  Multiline telephone system, internet, fax, typewriter, computer, copier, postage meter, paradox, MS Office programs, company vehicles, all safety equipment.


ON-JOB TRAINING:  approximately 12 months


WORKING CONDITIONS:  Office environment, along with a construction and/or warehouse environment where there may be exposure to hot/cold weather, noise, dust, fumes, and chemicals.


LICENSES/CERTIFICATION:  First-aid certified (may be completed during employment), & valid driver's license.


JOB DEMANDS:  Standing, walking, sitting, carrying, lifting, climbing stairs, reaching, speaking, kneeling, bending, seeing, hearing, reading, problem solving, alertness, memory, finger/hand dexterity, overtime, phone contact, working with in-house staff and outside public, meeting deadlines, stress, and domestic and international travel. Must be able to wear safety appliances such as full mask respirator.




Note:  The Company realizes that it is difficult to list all of the components of a job and that there will be a review of this job description from time to time in an effort to keep it up-to-date and complete.