Health & Safety Administrative Assistant en None

JOB SUMMARY: The Health and Safety Administrative Assistant will provide essential administrative support to the Health and Safety team, ensuring compliance with regulatory requirements and company standards. This role involves managing training systems, maintaining Department of Transportation (DOT) compliance records, and leveraging strong computer skills to organize and track safety-related documentation and processes.

DUTIES & RESPONSIBILITIES:

Training Management

• Administer and maintain the company’s health and safety training systems.
• Schedule, track, and report employee training completion and certifications.
• Assist in developing and updating training materials and records.

DOT Compliance

• Maintain accurate DOT compliance documentation, including driver qualification files, vehicle inspection reports, and drug/alcohol testing records.
• Monitor expiration dates and ensure timely renewals for licenses and certifications.
• Support audits and inspections by preparing required documentation.

Administrative Support

• Prepare and distribute safety reports, meeting agendas, and compliance summaries.
• Organize and maintain electronic and physical safety files.
• Assist with incident reporting and follow-up documentation.

Technology & Data Management

• Utilize computer systems and software (e.g., MS Office Suite, training platforms, compliance databases) to manage data efficiently.
• Generate reports and dashboards for management review.
• Ensure data accuracy and confidentiality in all systems.

REQUIRED SKILLS & ABILITIES:

• Proven experience in health and safety administration or a related field.
• Proficiency in computer applications, including Microsoft Office and database systems.
• Strong organizational skills and attention to detail.
• Excellent communication and problem-solving abilities.

PREFERRED SKILLS:

• Experience with Learning Management Systems (LMS) or similar training platforms.
• Knowledge of OSHA regulations and workplace safety standards.
• Familiarity with DOT regulations and compliance requirements.
• Previous experience supporting audits or regulatory inspections.
• Ability to analyze data and prepare compliance reports.

SOFT SKILLS & PHYSICAL REQUIREMENTS:

• Strong interpersonal skills and ability to work collaboratively across departments.
• Ability to prioritize tasks and manage multiple deadlines effectively.
• High level of discretion and confidentiality when handling sensitive information.
• Proactive, self-motivated, and adaptable to changing priorities.
• Regularly required to stand, walk, sit, talk, hear, and see
• Regularly/Occasionally lift and/or move up to 10 pounds

*Reasonable accommodation may be made to enable individuals to perform the essential functions of the job