Safety Compliance Administrative Assistant

Safety Compliance Administrator

Essential Duties and Responsibilities

Safety & Compliance Administration

• Manage and maintain safety, compliance, and employee qualification records within company compliance systems.
• Monitor employee certifications, licenses, training requirements, and compliance documentation.
• Identify and communicate expired, missing, or upcoming compliance requirements.
• Ensure records remain accurate, current, and audit-ready.
• Support the development and improvement of compliance processes, workflows, reports, and dashboards.

Customer Compliance Management

• Maintain customer-specific compliance platforms and documentation.
• Track customer-required training, qualifications, certifications, and workforce requirements.
• Support Operations and Business Development in evaluating workforce readiness for projects and customer opportunities.
• Resolve compliance deficiencies that may impact project mobilization or execution.

Training & Workforce Development

• Maintain employee training and qualification records.
• Coordinate and track required safety, regulatory, equipment, and customer-specific training programs.
• Monitor training expiration dates and schedule renewal requirements.
• Support apprenticeship programs, workforce development initiatives, and employee advancement documentation.

Safety Documentation & Incident Management

• Track and maintain safety observations, job briefings, JSAs, incident records, corrective actions, and related documentation.
• Monitor completion of required field observations and reporting requirements.
• Maintain incident and corrective-action records through closure.
• Assist in identifying trends, recurring issues, and improvement opportunities.

DOT & Regulatory Compliance

• Support DOT driver qualification files and related compliance requirements.
• Monitor employee and equipment compliance documentation.
• Assist with OSHA, DOT, FMCSA, utility customer, and other regulatory recordkeeping requirements.
• Coordinate with Safety, Fleet, HR, and Operations to address compliance deficiencies.

Reporting & Leadership Support

• Develop and maintain safety and compliance reports for leadership.
• Provide visibility into training status, certification expirations, corrective actions, and workforce readiness.
• Support strategic workforce planning, project staffing, and customer compliance requirements.

Job Requirements

• Associate degree in Occupational Safety and Health (OSH) or Safety Management, Business Administration, or related field preferred; equivalent experience considered.
• Knowledge of OSHA, DOT, FMCSA, and contractor/customer compliance requirements preferred.
• Minimum 35 years of experience in safety administration, compliance coordination, workforce training, compliance, or a related role.
• Experience with safety management systems, compliance databases, or learning management systems (KPA experience preferred).
• Strong organizational, recordkeeping, and administrative skills.
• Proficient in Microsoft Office Suite, including Excel, Word, Outlook, and reporting tools.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, deadlines, and confidential information with accuracy and professionalism.

Physical Requirements

• Prolonged periods of sitting and computer use.
• Frequent keyboarding, data entry, and document review.
• Ability to occasionally stand, walk, bend, reach, and lift up to 25 pounds.
• Ability to travel occasionally to company offices, training locations, or job sites.
• Visual ability to review detailed reports, records, and electronic documentation.

Working Conditions

• Primarily office-based environment with occasional field and job-site visits.
• Regular interaction with employees, managers, customers, and regulatory stakeholders.
• May require occasional travel for training, audits, inspections, or operational support.
• Work may involve managing multiple deadlines and responding to urgent compliance matters.

Key Attributes

• Strong attention to detail and commitment to accuracy.
• Highly organized with excellent time-management skills.
• Proactive problem solver with strong follow-through.
• Ability to maintain confidentiality and handle sensitive information.
• Collaborative team player with the ability to work across multiple departments.
• Customer-service mindset focused on supporting operational success.
• Analytical thinker capable of identifying trends, risks, and compliance gaps.
• Self-motivated with a strong sense of ownership, accountability, and continuous improvement.

Additional Notes

This job description is not intended to be all-inclusive and other assigned duties. Duties and responsibilities may be adjusted to meet the operational needs of the business.

Join Our Team

At Electra Grid Solutions, we're driven by safety, reliability, and innovation. If you're a hands-on safety professional who thrives in the field and values teamwork, integrity, and continuous improvement, we invite you to join our growing team.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.