EHS Qualifications Coordinator

RelaDyne is the nation’s leading automotive, industrial, and commercial lubricants provider and a trusted partner for reliability services. We’re more than just a distributor; we’re a team dedicated to innovation, service excellence, and lasting customer relationships.

We’re looking for a detail-oriented and highly organized EHS Qualifications Coordinator to join our team and take ownership of third-party and client-specific EHSS qualification processes. The ideal candidate has experience with contractor prequalification, compliance coordination, document control, and client portals such as ISNetworld, Veriforce, or Avetta, and thrives in a fast-paced environment with multiple deadlines and stakeholders. You’ll be responsible for keeping qualification accounts, documentation, renewals, submissions, and corrective actions accurate and on track while partnering with EHS, Operations, Legal, Risk, Insurance, HR, and other teams.

Essential Responsibilties

Manage the intake, prioritization, scheduling, quality review, submission, follow-up, and closure of EHSS qualification requests.

• Maintain visibility of open requests, deadlines, renewals, document expirations, deficiencies, audits, corrective actions, and outstanding approvals.

• Administer ISNetworld, Veriforce, Avetta, and other third-party contractor qualification platforms, including account setup, renewals, subscriptions, users, locations, client connections, and company profiles.

• Prepare and submit approved policies, programs, safety statistics, insurance certificates, training records, regulatory information, and other required documentation.

• Manage client-specific prequalification questionnaires, EHSS packages, audit responses, and supplemental documentation.

• Conduct quality checks for completeness, accuracy, consistency, correct legal entity, current document versions, formatting, and required approvals.

• Track platform and client review comments, deficiencies, corrective actions, resubmissions, conditional approvals, and additional documentation through resolution.

• Coordinate with EHSS, Legal, Human Resources, Risk Management, Insurance, Operations, Finance, Sales, and IT to obtain and validate required information and approvals.

• Serve as the primary administrative contact for internal stakeholders, clients, platform representatives, and external service providers.

• Escalate missing information, conflicting data, approaching deadlines, qualification concerns, site-access risks, and unresolved approvals to the appropriate decision-maker.

• Maintain a controlled, searchable document library with appropriate naming, version, approval, expiration, retention, and access controls.

• Develop and maintain templates, checklists, SOPs, process maps, response libraries, approval matrices, and workflow controls.

• Maintain an enterprise inventory of qualification accounts, subscriptions, client connections, legal entities, locations, renewals, and ownership.

• Support account consolidation, acquisitions, new locations, legal-entity changes, migrations, and account retirements while maintaining required records and client approvals.

• Identify duplicate accounts, process gaps, data inconsistencies, and opportunities to improve efficiency through standardization, automation, and system integration.

• Develop and maintain dashboards and reports tracking account status, approvals, deadlines, renewals, deficiencies, aging, corrective actions, and escalations.

• Provide monthly and quarterly reporting to EHSS leadership and identify trends, bottlenecks, workload needs, and recurring issues.

• Maintain audit-ready records of requests, source documents, approvals, submissions, correspondence, deficiencies, and final outcomes.

• Protect confidential, proprietary, employee, insurance, financial, contractual, and safety-related information.

Qualifications

• High school diploma or GED required.

• 3 years of experience in contractor qualification, client compliance, EHSS support, compliance administration, document control, insurance/risk administration, proposal/prequalification coordination, or a related field.

• Experience managing multiple concurrent requests, stakeholders, external submissions, and strict deadlines with limited supervision.

• Experience working with digital platforms, client portals, document-management systems, workflow tools, or similar business systems.

• Working knowledge of contractor/client prequalification, compliance documentation, renewals, audit support, and corrective-action tracking.

• Intermediate proficiency with Microsoft Excel, Word, Outlook, Teams, and Smartsheet.

• Strong attention to detail, data accuracy, proofreading, document control, and recordkeeping.

• Excellent organizational, prioritization, time-management, and project-coordination skills.

• Strong written and verbal communication skills with the ability to work effectively across all organizational levels.

• Ability to analyze requirements, identify gaps or inconsistencies, resolve administrative issues, and appropriately escalate technical or business decisions.

• Demonstrated ability to handle confidential and sensitive information with discretion.

• Strong customer-service orientation and ability to work effectively with clients, vendors, executives, managers, technical professionals, and operational teams.

• Ability to work independently, manage competing priorities, meet deadlines, and adapt to changing platforms, client requirements, and business needs.

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Equal Opportunity Employer/Disability/Protected Veteran 

RelaDyne and its affiliates are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ethnicity, sex, pregnancy, childbirth or related medical conditions, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or local law. 

RelaDyne is committed to providing reasonable accommodations to qualified individuals with disabilities (including pregnancy, childbirth or other related medical conditions) to enable them to perform the essential functions of a position and to participate in the application, interview, and hiring process. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please contact Human Resources at humanresources@reladyne.com.