HR Mobilization Administrator (3 month contract)

RWC Systems•Surrey, BC

6d•CA$20 - CA$22

About The Position

The role is responsible for managing the end-to-end onboarding, compliance, training coordination, workforce forecasting, and mobilization process for personnel assigned to the specified Project. This role serves as the primary point of contact between project management, subcontractors, workers, training providers, and travel coordinators to ensure all workforce requirements are completed accurately and on schedule. The successful candidate will be highly organized, detail-oriented, and capable of managing multiple onboarding activities simultaneously while maintaining compliance with project and client requirements.

Requirements

Minimum of 1 year of experience in workforce onboarding, administration, recruitment coordination, mobilization, or workforce planning.
Strong administrative and organizational skills.
Experience maintaining spreadsheets, trackers, and workforce databases.
Excellent verbal and written communication skills.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Proficiency with Microsoft Office Suite, particularly Excel and Outlook.

Nice To Haves

Experience supporting industrial construction, energy, mining, or large-scale project environments.
Familiarity with workforce compliance requirements and onboarding processes.
Understanding of travel and mobilization coordination processes.

Responsibilities

Monitor and track Manpower Request Form submissions to identify workforce requirements for the Project.
Coordinate with project management team to confirm manpower needs, worker details, and mobilization timelines.
Issue onboarding and pre-access requirement communications to workers and subcontractor representatives.
Maintain and update workforce tracking spreadsheets and databases.
Collect, verify, and organize required worker information.
Create and maintain digital personnel files and onboarding records.
Coordinate and scheduled Drug and Alcohol Testing appointments and monitor completion status.
Tracking completed tests and results, maintaining documentation in accordance with company and project requirements, and providing timely updates to the Project Management team on worker onboarding status and eligibility.
Maintain confidential worker records and compliance documentation.
Coordinate booking required training programs through approved training providers.
Collect and track mandatory onboarding documentation.
Ensure all onboarding requirements are completed within required project timelines.
Prepare and distribute weekly manpower forecasts.
Collaborate with Project Managers, Assistant Project Managers, Project Coordinators, Site Supervisors, and Superintendents to identify upcoming workforce requirements.
Maintain accurate records of project manpower needs, mobilization schedules, and project durations.
Participate in weekly workforce planning meetings to review staffing forecasts and onboarding priorities.
Track onboarding progress and provide status updates to project management team.
Submit worker onboarding packages to client and project systems within established deadlines.
Ensure all required documentation is submitted a minimum of seven (7) days prior to worker mobilization.
Coordinate with travel teams regarding workforce rotations and mobilization schedules.
Communicate travel itineraries, mobilization instructions, and demobilization details to workers.
Serve as a liaison between workers, subcontractors, project management, and travel coordinators throughout the mobilization process.
Assist with other HR, onboarding, workforce mobilization, and administrative duties as required.