Safety Administrative Specialist

Job Summary

The Safety Administrative Specialist develops, manages, and delivers workplace safety programs and employee training for warehouse operations. This role helps ensure regulatory compliance, reduce workplace hazards, and strengthen operational consistency across nine facilities. Responsibilities include auditing adherence to standard operating procedures (SOPs), reinforcing safe work practices, training employees on systems and processes, supporting accurate labor and activity tracking, promoting effective use of Power BI, and improving inventory management and overall team performance.

Key Duties and Responsibilities

Time Allocation and Travel

• Allocate approximately 50% of work time to developing, implementing, monitoring, reporting on, and reinforcing safety protocols for depot operations.
• Allocate approximately 50% of work time to training and auditing depot teams for compliance with SOPs.
• Travel up to 75% to conduct safety audits and support depots requiring assistance, training, or operational coverage.

Safety Program Administration

• Assist in the development, implementation, and monitoring of safe work practices and procedures for depot operations.
• Serve as the primary resource for safety-related matters and work with management to resolve issues and prevent recurrence.
• Manage ongoing safety-process improvement protocols and identify opportunities to enhance employee safety.
• Promote a clean, sanitary, and safe work environment by ensuring safety training requirements are consistently followed.
• Use and provide training on the Safety Management System, including the Vector SMS platform where applicable.
• Develop and maintain safety signage, procedures, work instructions, and employee safety communications.

Training, Auditing, and Operational Support

• Create training guides tailored to depot operating procedures and SOPs.
• Train employees at all levels on operating procedures, systems, processes, and the practical application of SOPs.
• Conduct safety and process audits, communicate findings to management, and coordinate the resolution of identified deficiencies.
• Lead investigations of injuries, incidents, and near misses; perform root-cause analyses; and recommend and implement corrective and preventive actions.
• Support inventory-management processes by training depot teams and following up to ensure all assets are accurately accounted for daily, weekly, and monthly.
• Recommend operational, efficiency, and problem-solving improvements that enhance performance and reduce operating costs.
• Partner with management to plan and implement safety enhancements.
• Perform other administrative duties as assigned by the Director of Depot Operations.

Minimum Qualifications

• High school diploma required; a bachelor’s degree in occupational health and safety, engineering, or a related field is preferred.
• Three or more years of hands-on experience in safety coordination, operations training, or a related field.
• OSHA 30 certification.
• CPR, First Aid, and AED certification.

Desired Qualifications

• Certified Safety Professional (CSP) designation.
• Full professional proficiency in English and Spanish.
• Knowledge of the Vector Safety Management System.
• CPR, First Aid, and AED trainer certification.

Core Competencies

• Organizational Support: Follows policies and procedures, completes administrative tasks accurately and on time, supports organizational goals and values, and respects workplace diversity.
• Problem Solving: Identifies and resolves issues promptly, gathers and analyzes information effectively, develops practical alternatives, collaborates in group problem-solving situations, and applies sound judgment.
• Quality Management: Identifies opportunities to improve quality and consistently demonstrates accuracy and thoroughness.
• Safety and Security: Follows safety and security procedures, takes appropriate action when circumstances extend beyond established guidelines, reports unsafe conditions, and uses equipment and materials properly.
• Strategic Thinking: Develops strategies that support organizational goals, understands organizational strengths and weaknesses, identifies external risks and opportunities, and adapts plans as conditions change.

Physical Demands and Work Environment: Work is performed in office environment in front of the computer 75% of the time. while also requiring periodic movement throughout the warehouse. The role requires the ability to lift up to 10 lbs., push and pull up to 12 lbs., stand, walk, and perform other job-related physical activities, with adequate hearing, vision, and speech capabilities to safely and effectively perform the essential functions of the position.