What are the responsibilities and job description for the Safety Division Administrator position at Dynamic Group?
Dynamic Group is a national general contractor with divisions spanning heavy civil construction, building construction, and emergency response. Our civil construction capabilities include grading, drainage, subsurface utilities, pile driving, marine construction, and deep foundation work. Our building division operates at scale. We construct commercial, industrial, and government facilities, and we manage large residential construction programs spanning more than 30,000 homes from Hawaii to Puerto Rico, the U.S. Virgin Islands, and across the Southeast. When disaster strikes, our emergency response teams offer debris removal, site logistics, haul-and-install operations, and base camp construction, and we stay through recovery. With more than two decades of experience, Dynamic is building the future.
Position Overview
Dynamic Group's safety division is growing fast as we expand into data center and large industrial work. We need an organized, tech-savvy administrator to keep the division running smoothly: managing calendars for the Director of HSE and two Senior Safety Associates, keeping our written safety programs and training materials current, coordinating training and travel, and handling the day-to-day logistics that let our safety professionals stay in the field. This is a great fit for someone who is a natural organizer, writes clearly, is comfortable in Word, Excel and Google Workspace, and already uses AI tools like Claude or ChatGPT to get work done faster. Safety experience is a plus, not a requirement — we'll teach you the industry.
Key Responsibilities
Scheduling and coordination
• Manage daily calendars for the Director of HSE and two Senior Safety Associates — site visits, inspections, client meetings, training sessions and internal meetings across multiple active projects
• Schedule safety training classes (OSHA 10/30, equipment certifications, site-specific orientations) and track who has completed what
• Book travel, lodging and per diem for the safety team and visiting trainers
Documentation
• Draft, format and update Standard Operating Procedures (SOPs), written safety programs and inspection checklists to company brand standards
• Build training guides, toolbox talk packets, quick-reference cards and presentation decks from source material provided by the safety team
• Maintain version control and the document library so field teams always have the current revision
• Use AI tools (Claude, ChatGPT or similar) to draft, edit, summarize and reformat documents efficiently
Supplies and logistics
• Order and track safety supplies, PPE, training materials and office supplies; maintain inventory and vendor records
• Coordinate branded PPE orders and lead times with vendors
General administration
• Track training records, certifications and expiration dates; flag renewals before they lapse
• Compile data for monthly safety reports and dashboards (incident counts, observation submissions, training hours)
• Prepare meeting agendas, take notes and follow up on action items
• Serve as the first point of contact for the safety division — phone, email and in-person
• Other administrative duties as assigned
Qualifications
• 2 years of administrative, office coordination or executive assistant experience
• Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook, and Google Docs/Sheets/Drive
• Demonstrated use of AI assistants (Claude, ChatGPT, Copilot or similar) for drafting, editing and organizing work — be ready to show us how you use them
• Clear, professional writing; able to turn rough notes into a clean, formatted document
• Highly organized with the ability to juggle multiple calendars, deadlines and priorities without dropping details
• Comfortable working around construction and industrial professionals; occasional jobsite visits may be required (PPE provided)
• Valid driver's license
Nice to have
• Experience in construction, industrial, marine or another safety-regulated industry
• Familiarity with OSHA standards, safety training programs or safety management software
• OSHA 10 or OSHA 30 card (or willingness to earn one — we'll train you)
• Experience with Adobe Acrobat, Canva or similar for formatting documents and training materials
• Bilingual English/Spanish
Benefits:
Position Overview
Dynamic Group's safety division is growing fast as we expand into data center and large industrial work. We need an organized, tech-savvy administrator to keep the division running smoothly: managing calendars for the Director of HSE and two Senior Safety Associates, keeping our written safety programs and training materials current, coordinating training and travel, and handling the day-to-day logistics that let our safety professionals stay in the field. This is a great fit for someone who is a natural organizer, writes clearly, is comfortable in Word, Excel and Google Workspace, and already uses AI tools like Claude or ChatGPT to get work done faster. Safety experience is a plus, not a requirement — we'll teach you the industry.
Key Responsibilities
Scheduling and coordination
• Manage daily calendars for the Director of HSE and two Senior Safety Associates — site visits, inspections, client meetings, training sessions and internal meetings across multiple active projects
• Schedule safety training classes (OSHA 10/30, equipment certifications, site-specific orientations) and track who has completed what
• Book travel, lodging and per diem for the safety team and visiting trainers
Documentation
• Draft, format and update Standard Operating Procedures (SOPs), written safety programs and inspection checklists to company brand standards
• Build training guides, toolbox talk packets, quick-reference cards and presentation decks from source material provided by the safety team
• Maintain version control and the document library so field teams always have the current revision
• Use AI tools (Claude, ChatGPT or similar) to draft, edit, summarize and reformat documents efficiently
Supplies and logistics
• Order and track safety supplies, PPE, training materials and office supplies; maintain inventory and vendor records
• Coordinate branded PPE orders and lead times with vendors
General administration
• Track training records, certifications and expiration dates; flag renewals before they lapse
• Compile data for monthly safety reports and dashboards (incident counts, observation submissions, training hours)
• Prepare meeting agendas, take notes and follow up on action items
• Serve as the first point of contact for the safety division — phone, email and in-person
• Other administrative duties as assigned
Qualifications
• 2 years of administrative, office coordination or executive assistant experience
• Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook, and Google Docs/Sheets/Drive
• Demonstrated use of AI assistants (Claude, ChatGPT, Copilot or similar) for drafting, editing and organizing work — be ready to show us how you use them
• Clear, professional writing; able to turn rough notes into a clean, formatted document
• Highly organized with the ability to juggle multiple calendars, deadlines and priorities without dropping details
• Comfortable working around construction and industrial professionals; occasional jobsite visits may be required (PPE provided)
• Valid driver's license
Nice to have
• Experience in construction, industrial, marine or another safety-regulated industry
• Familiarity with OSHA standards, safety training programs or safety management software
• OSHA 10 or OSHA 30 card (or willingness to earn one — we'll train you)
• Experience with Adobe Acrobat, Canva or similar for formatting documents and training materials
• Bilingual English/Spanish
Benefits:
- Medical
- Dental
- Vision
- 401K
- Paid Time Off