Health & Safety Administrative Assistant

About Onyx Fire Protection Services

At Onyx Fire Protection Services, we are committed to protecting lives and property through industry-leading fire protection solutions. Across our group of companies, we support customers through the design, installation, inspection, service, and maintenance of fire protection systems. Our success is built on a commitment to safety, integrity, excellence, teamwork, and continuous improvement.

The Opportunity

We are seeking a highly organized, dependable, and intellectually curious Administrative Assistant to support the National Safety Director and the broader Health & Safety team across the Onyx Group of Companies.

This is an excellent opportunity for someone who takes pride in their work, enjoys learning new processes, and wants to build a meaningful career in a growing organization. The successful candidate will play an important role in supporting safety operations, managing sensitive documentation, coordinating compliance-related activities, and helping ensure administrative excellence across the department.

We are particularly interested in candidates who demonstrate two essential qualities: curiosity and reliability.

Curiosity drives learning, professional development, and continuous improvement. We are looking for someone who asks thoughtful questions, seeks to understand the purpose behind their work, and actively looks for opportunities to improve processes and expand their knowledge.

Reliability builds trust. We need someone who consistently follows through on commitments, produces accurate work, meets deadlines, communicates proactively, and can be counted on to manage responsibilities independently.

This role is about more than completing administrative tasks. It is about becoming a trusted partner to the Health & Safety team and contributing to the operational excellence of the organization.

Responsibilities

• Process and manage employee security clearance applications.
• Collect, verify, and submit documentation accurately and in accordance with established requirements.
• Monitor application progress and follow up with government agencies and external stakeholders as required.
• Maintain confidential employee and security records while ensuring compliance with applicable privacy and security protocols.
• Provide dedicated administrative support to the National Safety Director and Health & Safety team.
• Prepare reports, spreadsheets, presentations, correspondence, and other business documents.
• Perform data entry, documentation management, and tracking activities within internal systems.
• Coordinate administrative workflows related to onboarding, compliance, employee records, and safety programs.
• Assist with scheduling meetings, organizing documentation, and maintaining departmental records.
• Support operational leaders with administrative initiatives and special projects as required.
• Track deadlines, monitor deliverables, and ensure timely completion of administrative activities.
• Help identify opportunities to improve processes, documentation practices, and administrative efficiencies.

What We're Looking For

Required Qualifications

• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including:
• Word
• Excel
• Outlook
• Teams
• SharePoint
• Strong organizational and time management skills.
• Demonstrated ability to manage documentation and follow detailed processes with accuracy.
• Exceptional attention to detail and commitment to producing high-quality work.
• Professional, dependable, and trustworthy with the ability to maintain confidentiality.
• Ability to prioritize multiple tasks and remain calm under pressure.
• Strong interpersonal skills and the ability to work effectively with team members at all levels of the organization.

Key Success Attributes

The ideal candidate will consistently demonstrate:

• Reliability – Delivers on commitments and follows through on responsibilities.
• Curiosity – Seeks to learn, understand, question, and grow.
• Accountability – Takes ownership of responsibilities, decisions, and outcomes.
• Attention to Detail – Maintains high standards of accuracy and verifies work carefully.
• Initiative – Anticipates needs and takes action without waiting for direction.
• Critical Thinking – Approaches challenges thoughtfully and develops practical solutions.
• Organization – Effectively manages competing priorities, deadlines, and administrative processes.
• Communication – Communicates professionally, clearly, and consistently.
• Adaptability – Embraces feedback, change, and continuous improvement.

Why Join Onyx Fire Protection Services?

• Join a growing organization that is committed to protecting lives and property.
• Work closely with experienced leaders in a critical business function.
• Gain exposure to health and safety, compliance, onboarding, and operational processes across a national organization.
• Build valuable skills and experience in a supportive and collaborative environment.
• Contribute to a team that values learning, accountability, professionalism, and continuous improvement.
• Be part of an organization where your ideas, initiative, and contributions are recognized and appreciated.

Who You Are

You are someone who takes pride in doing things the right way. You enjoy learning, ask thoughtful questions, and are always looking for ways to improve. People know they can rely on you because you follow through, communicate proactively, and consistently produce accurate work.

You understand that great administrative support is about more than checking items off a to-do list. It is about helping others succeed, supporting operational excellence, and becoming a trusted and valued member of the team.

Most importantly, you are motivated not only to do the job well today, but to become increasingly capable and effective tomorrow.

Apply Today

If you are a highly organized, dependable professional who is eager to learn, grow, and contribute to a team that values safety, excellence, and continuous improvement, we encourage you to apply.

Vacancy Statement

This posting is for an existing vacancy. We are actively reviewing resumes for this open role.

Onyx Fire Protection Services is an equal opportunity employer committed to fair and respectful treatment of all individuals. We value diversity as a strength and strive to create an inclusive workplace.

In accordance with applicable provincial legislation and our Accommodation Policy, accommodation requests are welcomed throughout the recruitment process.

We encourage candidates from all backgrounds to apply. Only those selected for an interview will be contacted.