What are the responsibilities and job description for the Safety & Compliance Admin Assistant position at Pro-Vac?
The Safety & Compliance Administrative Assistant supports Pro-Vac’s safety and compliance programs by maintaining accurate records, coordinating training and certifications, and ensuring documentation readiness across drivers, vehicles, and operations. This role plays a key part in reducing risk, supporting audits, and reinforcing Pro-Vac’s safety-first culture.
Working closely with Safety, HR, Operations, and Maintenance teams, this position focuses on execution, coordination, and documentation discipline to support regulatory compliance and audit preparedness across a growing, multi-state organization.
When You Join Pro-Vac, You Get
Hourly pay range: $25.00 – $34.00 per hour, based on experience
An employee-centric, safety-driven work environment
Medical, Dental, Vision, Life, LTD, and EAP benefits
Paid Vacation, Sick & Safe Leave
401(k) with company match
Opportunities for professional growth and development
A collaborative team that values accuracy, accountability, and integrity
Work Location & Flexibility
This position offers flexibility based on candidate location:
Kent, WA–based candidates:
Hybrid role working onsite 4 days per week, with the option to work remotely 1 day per week.Non-local candidates:
May be performed fully remote, provided the candidate resides in a state where Pro-Vac is authorized to employ and can support Pacific Time business hours.
Strong communication and collaboration are expected regardless of location.
Key Responsibilities
Safety & Compliance Administration
Maintain driver qualification (DQ) files, including CDL verification, medical certificates, MVRs, and drug & alcohol testing coordination, as applicable
Ensure accuracy and completeness of safety and compliance documentation to support audit readiness
Monitor and update safety, training, and compliance records across internal systems and third-party platforms
Training & Credential Tracking
Collect, review, and track training documentation to ensure compliance
Coordinate employee training, certifications, and renewals, including OQs and site-specific requirements (BNSF, Amtrak, eRailSafe, etc.)
Maintain employee training profiles within KPA Safety Management Software
Audits, Metrics & Incident Support
Assist with internal audits and ongoing compliance reviews
Track compliance metrics and support reporting and trend analysis
Support incident documentation and assist with corrective action plans under Safety leadership guidance
Systems & Administrative Support
Manage contractor pre-qualification and safety platforms (ISNetworld, Avetta, MSDS Online)
Monitor background checks and drug screens and update HR and applicant tracking systems
Prepare agendas and meeting minutes for Safety meetings
Assist with Workers’ Compensation claims and vehicle accident insurance documentation and tracking
Provide professional administrative support via phone, email, and internal communication
Handle confidential and sensitive information with discretion and professionalism
Required Qualifications
Strong organizational, multitasking, and time-management skills
High attention to detail and commitment to data accuracy
Clear written and verbal communication skills
Ability to manage confidential and compliance-related information
Proficiency with Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
Preferred Qualifications
3 year of administrative experience in Safety, HR, DOT compliance, or a regulated environment
Experience supporting driver qualification files, audits, or compliance documentation
Familiarity with safety management systems or contractor pre-qualification systems
Ability to work independently while collaborating across teams
Why Pro-Vac
At Pro-Vac, safety isn’t just a requirement — it’s a core value. This role directly supports the systems and processes that keep our people safe, our operations compliant, and our teams audit-ready. If you’re looking for a role where your organization and compliance skills truly matter, Pro-Vac offers the opportunity to grow in a supportive, safety-driven environment.
Salary : $25 - $34