Administrative Coordinator

Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration, HVAC, plumbing, metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett Mechanical Family, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're a part of our Bassett Mechanical Family.

Position Purpose

The primary purpose of the position is to provide support to the organization’s safety department requiring a proactive, organized, and detail-oriented individual. This role contributes to the overall safety and well-being of the workplace and its associates while supporting the company's commitment to compliance and continuous improvement.

Position Responsibilities

• Safety Support:
  
  • Assist in developing, implementing, and maintaining safety policies, procedures, and guidelines.
  • Collaborate with cross-functional teams to ensure the integration of safety practices into various business processes.
  • Coordinate (Internal: Basic Safety Training, Service Training, and Core A and B) safety training programs for employees, including new hires and ongoing refresher training (External:
  • ISNetworld, Abbottsfield, Avetta, etc.)
  • Maintain training records and certifications to ensure compliance with regulatory requirements.
  • Develop and distribute educational and organizational materials related to safety topics.
    
    • Monthly social media post
    • Weekly Safety Report
    • Update and maintain Safety photo library.
  • Prepare regular safety reports for management, including metrics on incident rates, compliance, and training effectiveness (safety metrics/metric walkaround).
  • Super-user over Monday.com account within the Safety department
    
    • Update CIP information
    • Create forms.
    • Run reports.
  • Send out monthly DOT Inspection notification emails.
  • Collect and analyze safety-related data to identify trends, areas of concern, and opportunities for improvement.
  • Enter monthly BBS observations into database, as well as generate weekly and monthly reports for safety metrics.
  • Log all SIOs (safety improvement opportunities) and order/disburse quarterly premiere choice awards.
  • Act as owner of all Viewpoint safety related data: employee training records, entering new facilities and safety requirements, etc.
  • Update and maintain SDS (safety data sheets) on SharePoint.
  • Monitor both the records@bassettmechanical.com and safety@bassettmechanical.com email inboxes and enter items into the safety database as needed.
  • Maintain safety qualification entities/sites (Abbotsfield, ApprUV, ISNetworld, etc.) and upload/maintain content as needed.
  • Attend meetings, take notes, and provide administrative support for various safety related committees/teams (Bassett Emergency Response Team; Basset Cares Safety Meeting).
  • Assist in managing the process of reporting and documenting workplace incidents, accidents, and near-misses.
    
    • Enter injury details to Viewpoint for Bassett’s records.
    • Submit injury reports to Sentry Insurance
    • Enter and submit any/all updates associated with ongoing injuries as needed.
    • Maintain injury records (open/close date, injury reports, witness statements, etc.)
  • Point of contact for insurance companies concerning injuries.
  • Complete prequalification information for PSM and job bids
    
    • Maintain company statistics on DART/TRIR/etc.
    • Update MOD/EMR as it changes.
  • Assist with environmental reporting requirements.
  • Help with tracking the fiscal year safety budget.
  • Assist in the completion of safety data for customer pre-qualifications.
  • MVRs (motor vehicle reports) – Initial submittal and maintenance of MVRs for employee driving Bassett vehicles.
  • Maintain/update safety drive, folders, and records, as needed.
  • Provide overall administrative support to the Senior Safety Manager, Field Safety Manager and Shop Safety Specialist to include data entry; filing; scanning; laminating; creation/updating of documents, presentations, and spreadsheets; scheduling; etc.
• Back up Travel coordinator when they are out of office.
• Assist with Mail when administrative assistant is out of office.
• Work directly with the Senior Safety Manager, help with projects, emails, committees, etc.
• Apply Lean principals to work methods, work processes, and workspace. Support and maintain a safe and Lean work environment.
• Collaborate with HR and other segments to foster a culture of safety through communication, recognition, and engagement initiatives.
• Other projects/duties as assigned.

Summary of Knowledge, Skills, and Abilities

• Minimum of 5 years of experience in an administrative support role.
• High School Diploma required. Additional schooling or associate degree preferred.
• Strong focus on great customer service for both internal and external customers.
• Ability to assess urgent situations and use persistence/knowledge/resources to find an appropriate solution.
• Self-driven and motivated, with the ability to work independently with minimal direction.
• Ability to analyze information, plan necessary steps, and make recommendations/ decisions.
• Professional, energetic, and friendly demeanor; collaborative; calm in difficult situations.
• Skilled in organizing, prioritizing, and handling multiple tasks.
• Ability to interact and work with different personalities and levels of responsibility.
• KSAs are required to competently cover critical duties of other Admin Team positions.
• Strong clerical and software skills:
• Typing of 50 wpm
• Proficient in Microsoft Outlook and Word
• Intermediate or higher-level skills in Microsoft PowerPoint and Excel
• Ability to learn new software programs and databases quickly.
• Previous experience with coordinating business travel is preferred but not required.

Direct Reports

• None