Administrative Assistant- HSSE

HSSE Admin Assistant-Temporary
Duration: ~6 months
Location: Houston, TX 77049
Pay: $20-$25
Shift: 8am-5pm M-F
Start: ASAP

POSITION SUMMARY                                                       

This role provides administrative and coordination support to the HSSE (Health, Safety, Security & Environmental) Department. The position supports the HSSE function through the administration of records and document control systems, coordination of training and communications, maintenance of compliance tracking and reporting processes, management of HSSE supplies and procurement activities, and support of environmental, safety, security, and regulatory recordkeeping requirements.

This is an administrative support position and is not responsible for regulatory interpretation, incident investigation leadership, risk assessments, compliance determinations, or other professional HSSE duties requiring technical expertise.

The role requires strong organizational skills, attention to detail, proficiency with electronic management systems, and the ability to handle confidential information while supporting the site's health, safety, environmental, security, and compliance objectives in a professional and efficient manner.

KEY RESPONSIBILITIES:

• Manage environmental records and waste manifests, including digitization, filing, vendor retrieval, and tracking.
• Maintain organized hard-copy and electronic HSSE records, including training, incident, regulatory, and compliance documentation.
• Manage inventory and procurement of HSSE supplies, including office, first aid, emergency response, labels, stickers, and signage through Purchase Requisitions (PRs), Esker, and approved vendors.
• Coordinate HSSE communications, including safety flashes, notices, posters, signage, and awareness materials.
• Maintain HSSE SharePoint libraries and document control systems (GreenTree).
• Maintain compliance calendars and issue reminders for upcoming regulatory and internal deadlines.
• Support HSSE data management, reporting, and performance tracking activities.
• Generate and distribute compliance and performance reports, including:
• Cority Safety Visit compliance reports
• Cority incident and accident trend reports
• KPI and Power BI reporting updates.
• Coordinate training logistics, maintain training records, track completion status, and issue reminders for overdue training requirements. Trainings may include but not limited to:
  • Life Saving Rules (LSR)
  • Lockout/Tagout (LOTO)
  • Confined Space
  • Crane & Rigging
  • Working at Heights
  • Forklift Operations
  • Arc Flash
  • 30-60-90 Day Mentorship (SSE Program)
• Follow up on employee medical appointments and documentation related to occupational injury and illness case management.
• Support coordination of annual physical examinations, hearing conservation testing, respiratory evaluations, and other occupational health surveillance programs.
• Maintain confidential medical and training records in accordance with applicable company policies and regulatory requirements.
• Maintain HSSE action trackers / Fabriq tickets and support follow-up on investigation, ISO certification, training, audit, inspection, and compliance action items.
• Provide general administrative support, including printing, filing, meeting coordination, and records management.

EXPERIENCE, SKILLS, AND KNOWLEDGE

• Experience working in a fast-paced, high-stake environment with demanding schedules and multiple priorities
• Experience maintaining confidential employee, medical, training, and compliance records
• Preferred 3-5 years of experience in an administrative support role, preferably within Health, Safety, Environmental, Manufacturing, Industrial Operations, Quality, Human Resources, or Regulatory Compliance functions.
• Exceptional organizational and time management skills with the ability to manage multiple tasks under tight deadlines
• Strong written and verbal communication skills with excellent attention to detail
• Strong interpersonal skills; able to build trust and rapport with stakeholders at all levels
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint), electronic document management systems, and reporting tools
• Ability to anticipate needs, think critically and offer solutions with a high degree of initiative
• Understanding of organizational structures and the ability to navigate cross-functional relationships

EDUCATION, TRAINING, AND CERTIFICATIONS:

• High School Diploma or equivalent required; Associate or Bachelor's degree in Business Administration, Occupational Safety, Environmental Management, Human Resources, Communications, or a related field preferred
• Project coordination or management experience is a plus
• Confidentiality and data privacy expectations
• Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Industry-specific knowledge a plus