Safety Administrative Coordinator

Job Summary
The position Safety Administrative Coordinator will provide professional administrative support for the Safety Department. This individual plays a crucial role in promoting and ensuring a safe working environment for all employees strictly following Safety and HR processes with confidentiality and discretion. The ideal candidate will possess strong Organizational and Process Management skills, particular attention to detail, Proactive Self-Motivation, ability to Multi-Task and Prioritize tasks, high Initiative & Accountability, Excellent Verbal, Written, and Communicative skills, Independent Problem solving skills and a commitment to fostering a culture of safety within the organization.

Responsibilities

Responsible for safety, insurance, team member occupational monitoring records, and distribution of safety information/materials company wide.

• Assist EH&S Director with Administration of safety programs and related activities as determined by the Safety Team interacting daily with all levels of employees regarding safety related tasks, deadlines, updates, policy and procedure while ensuring prompt, effective communication among management and employees.
• Process all incoming work orders, maintain, schedule and record all safety training requirements to ensure safety policies and procedures are compliant in accordance with local, state, and federal regulations. Set up, track and maintain DOT (Department of Transportation) files.
• Co-ordinate with Management that all training, certification, background checks, physicals, drug and fit testing are scheduled and completed within the required timeline.
• Monitor and keep current any and all TWIC, DISA, Insurance qualifications as well as any third party sites required for jobs, completion of any inquiries or reports for OSHA, MSHA, contractors, trade associations or clients, and accurately prepare any forms.
• Record and maintain Customer/ Location/ Project Safety and loss control files.

Provide support for Workers Compensation Activities:

Receive, track and submit medical bills related to Workers Comp claims for payment. Maintain organized BWC (Bureau of Workers Compensation) files, prepare Transitional Work documentation, gather and submit information for Workers Comp Discount Program Renewals, schedule and track Workers Comp training for credit and participate in meetings as needed.

• Manage, record, scan and report all incidents and accident reports.
• Schedule all pre-employment, random, reasonable cause and post incident drug testing, providing Substance Abuse Programs information.
• Compile accurate and precise administrative and safety detailed information as well as offer administrative support.
• Prepare and submit Safety presentations and Safety Statistics for team members and operational meetings.
• Organize Safety meetings, appointments and communications- prepare meeting itinerary, assign action items, provide previous meeting minutes, correspond with all involved parties to ensure scheduling and attendance.
• Ensure HR is updated on Safety protocols, changes and incidents as well as provide any necessary support for Human Resources as requested.
• Assist in the development of emergency response plans and conduct drills to ensure preparedness.
• Utilize computer systems to track safety metrics, generate reports, and communicate findings effectively.
• Uphold and model our Safety Culture by providing excellent support and open communication of our values and beliefs to our employees, clients and vendors, while meeting and exceeding our customer expectations.

Qualifications

• Proven experience in a safety coordination role or similar position is preferred.
• Strong organizational skills with the ability to manage multiple tasks effectively.
• Proficient in using Microsoft Office Suite and other office management software.
• Excellent computer literacy skills, including data entry and report generation.
• Strong customer service orientation with effective communication skills.
• Experience with phone systems and front desk operations is a plus.
• Ability to proofread documents for accuracy and clarity.
• A proactive approach to problem-solving with strong analytical skills.
• Must work well with others
• Education required: High School Diploma
• Experience: 3 years of administrative experience working in a fast-paced environment requiring confidentiality regarding work/projects. Corporate Safety is a plus and Construction Industry experience highly preferred.
• Reports to: EH&S Director

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person