Administrative & Safety Specialist

Job Description

Job Description

Description :

Administrative and Safety Specialist

Job Summary :

The successful Administrative and Safety Specialist is a proactive, detail-oriented professional skilled in administrative support and safety management. With experience in handling diverse administrative tasks and ensuring safety compliance, they are highly organized, adaptable, and capable of working independently. This individual excels in managing a dynamic office environment while prioritizing safety and risk management.

Duties / Responsibilities :

• Answers and transfers phone calls, screening when necessary. Inputs client leads into CRM
• Welcomes and directs visitors and clients when covering the front desk
• As needed, retrieves information as requested for Sales, APAR and HR from records, emails, minutes, and other related documents; prepares written summaries of data when needed
• Develop, manage, and maintain the Fuel Cloud Tracking system, ensuring accurate records of fuel usage, inventory, and transactions
• Address and resolve administrative inquiries, including questions about office supplies, office tools, and other related matters
• Coordinates and schedules company-sponsored events with direct supervision
• Maintains a system for recording expenses for office supplies and company sponsored events
• Point person for office housekeeping, mailing, shipping, office supplies, and at times errands directed by the supervisor
• Partner with HR to maintain office policies as necessary focusing on safety and risk management
• Prepare, organize, and maintain SOPs for office operations and procedures, ensuring consistency and efficiency across all tasks
• Develop and implement office policies by establishing procedures and standards to guide office operations, specifically for filing systems and supply acquisitions
• Develop and implement policies and procedures for safety protocols for landscaping operations, to ensure efficient office functions and compliance with safety regulations. This includes establishing guidelines for administrative tasks, safety standards for fieldwork, equipment use, and chemical handling, as well as creating systems for training, record-keeping, and ensuring regulatory compliance
• Implement and maintain the 5S system (Sort, Set in order, Shine, Standardize, Sustain) to ensure a clean, organized, and efficient workplace. This includes conducting regular audits, training staff on 5S principles, and promoting continuous improvement by identifying areas for optimization.
• Ensure that all workspaces are well-organized, safe, and conducive to productivity, while maintaining compliance with company standards
• Manage relationships with office-based vendors and service providers such as Hinkley, Aramark / Vestis, Fuel Cloud, etc.
• Ensure security, integrity, and confidentiality of all data assigned
• Ensure compliance with local, state, and federal safety regulations, including OSHA standards and other relevant safety laws i.e. Safety Data Sheets (SDS)
• Assist in conducting regular safety inspections and risk assessments to identify potential hazards in the workplace and recommend corrective actions
• Develop and implement safety training programs for employees to promote awareness and understanding of safety protocols
• Assist with Personal Protective Equipment (PPE) requirements, distribution & collection, organization and record keeping
• Develop, implement, and test emergency response plans, including evacuation procedures, first aid protocols, and emergency contact lists
• Train supervisors and management in First Aid and CPR, ensuring they are certified and equipped to handle medical emergencies in the workplace. Provide ongoing education and support to maintain skills and knowledge, and ensure compliance with safety regulations and company policies.
• Assist with intake of damage and accident reports from clients and collaborate with HR for resolution
• Monitor industry trends and best practices to continuously improve the company’s safety culture and protocols
• Continuous education courses that are job-related
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions and maintain a ± 2% inventory
• Handle customer inquiries and complaints from incoming phone calls and direct to appropriate department manager
• Assists sales with JULIES and property take offs i.e. Google Earth
• Scans, Files and organizes paperwork for APAR, Sales and HR
• Assists with snow duties including but not limited to snow books, salt books, timesheet entry, Inspatch, etc.
• Other related duties as assigned

Requirements :

Required Skills / Abilities :

Excellent verbal and written communication skills

Excellent interpersonal and customer service skills

Bilingual English / Spanish Comprehension Ideal

Proficient in Microsoft Office Suite, Google Suite or related software

Proficient in Aspire

Excellent organizational skills and attention to detail

Excellent understanding of clerical procedures and systems such as recordkeeping and filing

Time Management

Ability to work independently

Problem-Solving

Adaptability

Critical Thinking

Discretion with safety-sensitive information

Education and Experience :

An associate’s degree is required; a bachelor’s degree in a related field is preferred

Three years minimum of experience in an administrative role

One-year minimum of OSHA safety knowledge

OSHA-10 Training

OSHA-30 Training

Physical Requirements :

Prolonged periods sitting at a desk and working on a computer

Must be able to lift up to 15 pounds at times

Able to work in various weather elements

The Administrative and Safety Specialist will organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, and compliance with safety regulations.

I acknowledge receipt of the Administrative and Safety Specialist Job Description. I will review it and, should I have any questions or need clarification, I will reach out to my immediate supervisor or Human Resources.

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