HSE & Fleet Coordinator

Want to be part of one of the country's fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we're growing every day!

We think BIG about solving the world's toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do. If you like a fast-paced environment, a team structure that provides support, training, and development, then apply today!

The HSE & Fleet Coordinator is responsible for maintaining Health, Safety & Environment (HSE) and fleet management software systems, producing accurate and timely reports, and supporting insurance and incident claims. This role ensures data integrity, regulatory compliance, and effective reporting to support operational, safety, and risk management outcomes across the organization.

Key Responsibilities

Health, Safety & Environmental Administration Duties:

• Maintain, update and review company HSE policies and procedures
• Monitor compliance with OSHA, DOT, and environmental agencies
• Input toolbox talks, lunch and learns and annual compliance training into safety management system (Safety Plus)
• Ensure new hires are entered into safety management system (Safety Plus) and enrolled into appropriate orientations and ongoing training via learning management system (iCAN)
• Maintain incident, injury, and near-miss reporting in safety management system (Safety Plus)
• Track safety metrics weekly, monthly, and quarterly and prepare reports for leaderships review
• Ensure proper documentation for audits, inspections, incident reports and regulatory compliance are turned in, in a timely manner
• Promote a proactive safety culture across all departments

Insurance and Claim Management Duties:

• Serve as the primary point of contact for insurance related matters and claim processing
• Report claims to the carrier in a timely manner
• Maintain accurate records of claims, repairs, and settlements, and supporting documentation
• Work closely with HSE representatives, fleet representatives, and insurance adjusters to facilitate claim resolution
• Monitor claim status and follow-up to ensure timely processing and closure of claims
• Analyze accident and claim trends to support risk reduction and loss prevention initiatives
• Assist with accident review processes and implementation of corrective actions to minimize future claims

Fleet Administration Duties:

• Monitor fleet utilization, fuel consumption, and maintenance cost
• Maintain accurate fleet records, insurance, and compliance documentation
• Maintain driver training records and assist with scheduling additional training as needed.
• Monitor fleet telematics system (Samsara) and run weekly fleet safety, and utilization reports
• Monitor compliance with DOT and transportation regulations

Administrative Duties:

• Maintain and organize electronic records (OSHA 300 logs, insurance documentation, etc.)
• Prepare compliance and performance reports for department and leadership
• Assist with vendor coordination and procurement of safety and fleet related items/services
• Support internal audits and continuous improvement initiatives
• Other duties as assigned

Qualifications

• Associate's or Bachelor's degree in Occupational Health & Safety, Business Administration, or related field (or equivalent experience)
• Minimum 5+ years of experience in HSE, Fleet, and compliance regulations
• Experience managing fleet telematics programs (Samsara), safety systems (Safety Plus), and learning management systems (iCAN)

Skills & Competencies

• Strong knowledge of OSHA, DOT and compliance regulations
• Proficient in Microsoft Office Suite
• Excellent organizational, communication (written and verbal) and problem-solving skills
• Ability to manage multiple priorities in a fast-paced environment

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.

We are a fair chance employer.