Administrative Assistant - Health, Safety & Environmental (HSE)

Department: Health, Safety and Environmental Location: Canonsburg Office Administrative Assistant – HSE The Administrative Assistant – HSE provides full-time administrative and operational support to Keystone Clearwater Solutions’ Health, Safety & Environmental Department. This role is essential to the day-to-day execution of safety, compliance, training, and documentation processes across the organization. This position supports HSE leadership and field teams through accurate recordkeeping, safety system administration, onboarding and training coordination, audit preparation, and compliance tracking across multiple business units and regions. The ideal candidate is highly organized, detail-oriented, and comfortable working in a compliance-driven environment. This is a full-time hourly position with an expected schedule of approximately 40 hours per week. Responsibilities HSE Administrative & Compliance Support Provide administrative support to the VP of HSE, HSE Directors, and HSE Specialists Maintain accurate and up-to-date HSE documentation, including policies, procedures, forms, certifications, and training records Support compliance efforts related to OSHA, DOT, EPA, and client safety requirements Assist with internal, client, and third-party audit preparation Develop weekly, monthly, and quarterly HSE and training reports Support pre-qualification platforms including ISNetworld, Veriforce, Avetta, and TPS Assign and track customer-required annual training and compliance items Safety Management System (KPA) Support Assist with administration and maintenance of the KPA safety management system Support data entry, document uploads, incident tracking, corrective actions, and compliance records Ensure data accuracy and consistency across business units Run reports and assist with dashboards and compliance tracking Support form building, workflows, and process improvements within KPA New Hire Orientation & Training Support Support New Hire Orientation (NHO) documentation, forms, training assignments, and completion tracking Coordinate with HR, Operations, and Training teams to ensure safety onboarding requirements are met Track onboarding completion and follow up on missing documentation Support training programs for Approved Drivers, Operators, and Towers Documentation & Records Management Manage document control processes including formatting, version control, filing, and archiving Maintain organized, standardized, and audit-ready HSE documentation Assist with updating SOPs, training materials, checklists, and forms Prepare OSHA documentation including OSHA 300 and 300A logs Maintain confidentiality of employee and safety records Coordination & Communication Coordinate with HSE, Operations, and HR teams to follow up on compliance items Support scheduling of training sessions, audits, meetings, and orientations Assist with internal communications related to safety training, deadlines, and HSE updates Requirements Required: High school diploma or equivalent Strong organizational skills and attention to detail Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) Ability to manage multiple priorities in a fast-paced environment Strong written and verbal communication skills Ability to handle confidential information with professionalism and discretion Comfortable working with compliance documentation and recordkeeping systems Reliable transportation to/from the Canonsburg office Preferred: Associate’s degree or certificate in Administrative Assistance, Business Administration, or related field 1–3 years of experience in an administrative, compliance, safety, or operations support role Experience supporting HSE, QA/QC, or HR teams Familiarity with KPA or similar safety management systems Experience with ISNetworld, Veriforce, Avetta, or TPS Experience in oil & gas, energy, construction, industrial services, or transportation environments Experience with onboarding, training records, or audit preparation Benefits Paid Holidays Medical / Dental / Vision coverage Health savings account (HSA) Company Paid Life Insurance and Accidental & Dismemberment Insurance Voluntary Life Insurance 401k with a company match Paid Time Off Employee Assistance Program Professional Development Programs Employee Referral Programs Voluntary Benefits Offered #J-18808-Ljbffr Keystone Clearwater Solutions, LLC.