Safety Administrator

Position Summary

The Safety Administrative Coordinator provides administrative and operational support to the Safety Department, helping maintain accurate safety, compliance, incident, permitting, onboarding, and financial records. This position supports day-to-day safety operations by coordinating documentation, maintaining required records, processing safety-related invoices, assisting with new-hire orientation, and ensuring information is organized and readily available.

Essential Duties and Responsibilities

Safety & Incident Administration

• Maintain and organize incident reports, photographs, and supporting documentation in the Q Drive.
• Collect, review, and file accident reports, witness statements, medical documentation, photographs, and other incident-related records.
• Ensure safety and incident documentation is complete, organized, and maintained in accordance with company recordkeeping practices.

OSHA Recordkeeping & Compliance

• Maintain OSHA 300, 300A, and 301 records in accordance with applicable requirements.
• Maintain safety records, compliance documentation, and supporting files within company systems.
• Assist with maintaining accurate and accessible documentation for compliance reviews and audits.

Permits & Regulatory Documentation

• Prepare, distribute, and maintain Oversize/Overweight (OSOW) permits and supporting documentation.
• Ensure permit documentation is properly organized, filed, and readily accessible to operations.
• Assist with maintaining permit and regulatory records as required.

Accounts Payable Support

• Process safety-related invoices through Spectrum.
• Accurately code invoices and obtain appropriate approvals.
• Maintain documentation of safety-related expenditures and invoices.
• Coordinate with vendors and internal departments regarding invoice processing and documentation.

New Hire Onboarding & Orientation

• Assist with new-hire safety orientation and required onboarding documentation.
• Ensure required hiring, OSHA, flagger, and compliance documentation is completed and filed.
• Enter and maintain employee and training information in applicable company systems.
• Submit and process new-hire hours and payroll-related documentation as required.
• Track completion of required onboarding and training assignments.
• Maintain orientation and training documentation in the Q Drive.

Administrative Support

• Maintain organized electronic and physical filing systems.
• Prepare reports and spreadsheets related to safety performance, training, incidents, and compliance activities.
• Maintain training records and support document-retention requirements.
• Assist Safety Department leadership with audits, special projects, reporting, and administrative initiatives.
• Respond to requests for safety records and documentation while maintaining appropriate confidentiality.
• Provide general administrative support to the Safety Department as needed.

Qualifications

• High school diploma or equivalent required; additional education or training in safety, construction, business administration, or a related field preferred.
• Previous administrative experience, preferably within construction, safety, transportation, or a related industry.
• Strong organizational skills and attention to detail.
• Ability to maintain accurate records and handle confidential information appropriately.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience with Spectrum or similar construction accounting/ERP software preferred.
• Ability to manage multiple priorities and work effectively with field employees, supervisors, vendors, and office staff.
• Strong written and verbal communication skills.

Preferred Knowledge & Experience

• Familiarity with OSHA recordkeeping and safety documentation.
• Experience maintaining employee training and compliance records.
• Familiarity with Oversize/Overweight permitting processes.
• General understanding of construction operations and terminology.
• Experience supporting accounts payable or invoice-processing functions.

Work Environment

This position primarily works in an office environment but may interact regularly with field operations, safety personnel, supervisors, and employees. Occasional visits to construction offices, shops, or project locations may be required.