Health & Safety Administrative Specialist I

Summary

The Health & Safety Administrative Specialist supports the administration and coordination of workplace safety and health programs within a manufacturing environment. The position assists Operations, Maintenance, Engineering, Human Resources, Purchasing, and EH&S leadership with hazard identification, regulatory compliance support, incident documentation, safety communication materials, training coordination, and department administration. This role works under the direction of EH&S leadership within established programs and procedures, escalating significant, unusual, or high-risk matters for review and decision.

Responsibilities

• Conduct scheduled safety inspections and jobsite audits; document findings and report items requiring escalation or immediate correction to EH&S leadership
• Support Job Hazard Analyses (JHA), ergonomic assessments, and PPE hazard assessments; document risk rankings and recommended controls for EH&S leadership review
• Support industrial hygiene monitoring programs, including sampling logistics and coordination with external consultants and laboratories; compile and organize results for EH&S leadership review
• Maintain exposure monitoring logs and hazard assessment documentation required under OSHA and company recordkeeping requirements
• Participate in and support investigations of injuries, near misses, and property damage events, including root cause analysis documentation
• Track corrective and preventive actions to closure and follow up with responsible departments on status
• Compile injury and illness information for OSHA recordability determination by EH&S leadership; maintain OSHA 300, 300A, and 301 documentation and support workers' compensation case files
• Support development and revision of site safety programs, procedures, and safety-related work instructions
• Coordinate and deliver safety training, including new hire orientation, hazard communication, PPE, and lockout/tagout awareness; track completion and maintain training records
• Apply established OSHA requirements, company standards, and consensus standards within assigned responsibilities, escalating interpretation questions and compliance matters to EH&S leadership
• Conduct layered process audits and internal compliance reviews; compile safety performance data and prepare summary reports for EH&S leadership
• Administer and maintain records within EHS management systems for incident tracking, corrective actions, training, and compliance reporting
• Support contractor safety qualification, emergency response drills, and ISO 14001/45001 management system activities as assigned
• Produce and maintain site safety communication materials, including signage, hazard labels, safety boards, digital displays, posters, and campaign artwork
• Apply site standards for safety signage and visual communication in accordance with OSHA 29 CFR 1910.145, ANSI Z535, NFPA 704, and GHS labeling requirements
• Translate approved technical and procedural content into plain-language visual formats understandable by a multilingual and multicultural workforce
• Coordinate with print and installation vendors, review proofs, and submit final artwork to EH&S leadership for approval prior to production
• Review and verify EH&S department invoices against purchase orders, quotations, and goods or services received; resolve discrepancies with vendors, Purchasing, and Accounting
• Apply cost center and general ledger coding to department invoices and prepare purchase requisitions for EH&S leadership approval
• Track EH&S spending against approved budget, document variances, and support budget forecasting
• Maintain vendor records, service agreements, pricing documentation, and certificates of insurance for the department
• Maintain cleanliness at the work site in accordance with 5S3R Standards (Sort, Set in Order, Shine, Standardize, Sustain; Right Location, Right Quantity, Right Container)
• Maintain regular and reliable on-site attendance
• Perform other duties as assigned
  
  

Scope of Responsibility

This position operates under the direction of EH&S leadership within established programs, policies, and procedures. Within that scope, the position:

• Holds stop-work authority to halt work or remove equipment from service when an imminent hazard is identified, consistent with the site safety program, and immediately notifies EH&S leadership and area management
• Conducts inspections and audits according to schedules and priorities established by EH&S leadership
• Documents findings and prepares recommendations for corrective and preventive actions for EH&S leadership review and decision
• Prepares safety communication content, invoices, and requisitions for EH&S leadership approval
• Applies established OSHA standards, consensus standards, and company policy to routine site conditions, escalating interpretation questions and significant compliance matters to EH&S leadership
  
  

Qualifications

• Bachelor's degree in Occupational Safety, Environmental Health, Industrial Hygiene, Engineering, or a related field preferred; equivalent combination of relevant education, training, and industrial safety experience may be considered
• Professional certifications such as Associate Safety Professional (ASP), Graduate Safety Practitioner (GSP), or other safety-related credentials preferred
• OSHA 30-Hour General Industry certification preferred
  
  

Experience

• Minimum 1 year of experience supporting safety programs in a manufacturing or industrial environment required; 2–3 years preferred
• Experience supporting safety inspections, workplace audits, or incident documentation preferred
• Experience working with OSHA regulations and industrial safety practices preferred
• Experience supporting industrial hygiene sampling or exposure monitoring logistics preferred
• Experience developing safety communication, signage, training visuals, or awareness campaign materials preferred
• Experience with invoice review, purchase requisitions, or department budget tracking preferred
• Experience working with EHS management systems or safety documentation tools preferred
• Exposure to chemical, electrical, mechanical, or automation-related hazards in industrial environments preferred
  
  

Sponsorship

This position is not eligible for employment-based visa sponsorship, now or in the future. Candidates must possess current, unrestricted authorization to work in the United States.

Skills

• Working knowledge of OSHA safety regulations and workplace hazard recognition principles
• Ability to conduct safety inspections and document findings accurately and thoroughly
• Working knowledge of safety sign, color, and labeling standards, including ANSI Z535 and GHS
• Graphic layout and design ability using tools such as Microsoft Publisher, PowerPoint, Canva, Adobe Illustrator, or Adobe InDesign
• Ability to convert technical and regulatory content into clear, plain-language visual materials
• Ability to review invoices for accuracy, apply cost center and account coding, and track spending against budget
• Ability to communicate effectively with employees, supervisors, vendors, and cross-functional teams
• Strong organizational, documentation, and recordkeeping skills
• Proficiency in Microsoft Office Suite, including Excel for data tracking and analysis
• Strong problem-solving and analytical skills
• Ability to manage multiple assignments and priorities within established programs and procedures
  
  

Physical Requirements

This position combines office-based work with regular presence in production and support areas.

• Must be able to move throughout the facility, including production floors, mechanical rooms, utility areas, and rooftops, to observe operations and conduct assessments
• Must be able to properly wear the following PPE while in designated areas: safety glasses, steel-toed shoes, nitrile gloves, ear protection, and cleanroom garments
• Must be able to sit and/or stand for extended periods
• Must be able to stoop, twist, bend, and reach overhead to inspect equipment and work areas
• Must be able to use hands and fingers to operate tools, sampling and monitoring equipment, and computer systems
• Must be able to occasionally lift and carry materials or monitoring equipment up to 25 pounds
• Ability to work flexible hours, including off-shift and weekend coverage, as needed to support production operations
  
  

Work Environment

• Work may involve handling or working in proximity to hazardous materials and regulated industrial chemicals
• Exposure to chemical vapors, dust, or other controlled substances may occur depending on area assignment
• Exposure to noise, heat, mechanical equipment, and industrial chemicals may occur depending on location
• Work may occur in mechanical rooms, utility areas, rooftops, or other industrial environments
• Strict adherence to company safety policies and OSHA Hazard Communication requirements is mandatory
• Employees must properly wear and maintain assigned personal protective equipment (PPE) at all times within designated areas
• Required PPE may include respirators, chemical-resistant garments, gloves, eye protection, face shields, or other equipment determined by process and risk assessment
• Fast-paced manufacturing environment
  
  

HLBMA LLC is an Equal Employment Opportunity (EEO) employer that values the diversity of its workforce.