Administrative Assistant

General Purpose:
The Administrative Assistant provides high-quality administrative, reporting, and coordination support to the safety department. This role is designed to reduce the administrative load on safety leadership by owning documentation, reporting, training records, and routine coordination activities that are critical to compliance and operational efficiency. This is a detail-oriented, systems-focused role requiring proficiency in Microsoft Office, especially Word and PowerPoint. The Administrative Assistant ensures accuracy, consistency, and timeliness across safety and training records, internal reporting, and external documentation requests.

• Build, organize, and maintain folders for safety incidents to ensure consistency and easy retrieval.
• Assist in building and maintaining OSHA 300 logs for annual reporting requirements.
• Update and maintain the training matrix with employee training records.
• Track and update third-party contractor hours.
• Assist with completing customer prequalification requests.
• Maintain and distribute ISNet and other Safety Platform safety trainings upon request from managers.

• Generate and distribute reports on employee training deficiencies to Area Managers and Safety Managers.
• Update weekly and monthly PowerPoint presentations.
• Assist in updating presentations for leadership meetings.
• Assist in developing and updating a weekly safety newsletter with relevant safety information.

• Assist with union new hire onboarding by preparing and completing new hire packets.
• Support training record entry during high-volume hiring periods.
• Coordinate and send safety training materials to employees as requested.

• Assist with third-party safety consultants by providing safety program documentation and requested information.
• Help coordinate and schedule Drug & Alcohol (D&A) testing.
• Support communications by sending letters to Union Halls and other outside party entities.

• Assist in selecting monthly safety recognition recipients.
• Perform initial administrative review of Good Catch (Near Miss) and observation reports for completeness and routing
• Support the building and deployment of additional safety boxes as needed.

• High school diploma or equivalent required; associate degree or higher preferred.
• Two or more years of administrative experience; safety or construction industry experience preferred.
• Strong organizational skills with high attention to detail.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word); experience with safety management systems a plus.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Comfortable working with confidential and sensitive information.

• Familiarity with OSHA regulations and safety documentation
• Experience tracking training records and compliance requirements.
• Ability to build professional presentations and reports.
• Self-motivated with the ability to work independently and as part of a team.
• Ability to work independently and as part of a team.
• High level of professionalism and customer service orientation.