Administrative Assistant/Safety Coordinator

Job Description

Job Description

Position Summary

The Administrative Assistant / Safety Coordinator provides administrative, organizational, and operational support while coordinating the day-to-day activities of the company's safety program.

This hybrid position is responsible for maintaining accurate records, coordinating employee-related administrative functions, assisting with safety compliance activities, organizing training and documentation, and supporting communication between departments.

The individual will serve as an administrative resource for management, employees, Human Resources, and Operations while helping ensure that company processes, safety records, and required documentation remain organized, current, and accessible.

I. Administrative Assistant Responsibilities

General Administrative Support

• Provide general administrative support to management, Human Resources, Operations, and other departments as needed.
• Maintain organized electronic and physical filing systems.
• Prepare, distribute, and maintain company correspondence, reports, forms, and other documentation.
• Assist with scheduling meetings, coordinating calendars, and preparing meeting materials.
• Answer telephone calls, greet visitors, and direct inquiries to the appropriate personnel.
• Order and maintain office supplies and administrative materials.
• Assist with employee events, company functions, and recognition activities.

Employee Administration

• Assist with new employee orientation and onboarding preparation.
• Prepare and organize new hire paperwork and employee documentation.
• Assist with maintaining employee records and personnel files.
• Coordinate employee badge and facility access requests.
• Assist with tracking employee training, certifications, and required documentation.
• Maintain employee recognition, anniversary, and birthday records.
• Assist with employee communications and distribution of company announcements.
• Provide administrative support for employee separations, including collecting documentation and tracking returned company property.

Reporting and Recordkeeping

• Maintain spreadsheets, tracking logs, and administrative reports.
• Assist with collecting information from department managers for reporting purposes.
• Monitor outstanding documentation and communicate missing information to the appropriate personnel.
• Maintain accurate records and ensure documentation is filed appropriately.
• Assist with data entry and updates within company systems.

II. Safety Coordinator Responsibilities

Safety Program Coordination

• Assist with the coordination and administration of the company's safety program.
• Conduct routine safety walks of the main facility and designated offsite facility.
• Document safety observations, potential hazards, and areas requiring corrective action.
• Communicate identified safety concerns to the appropriate department manager or designated leadership.
• Maintain a safety observation and corrective action tracking log.
• Follow up with department managers regarding outstanding safety items.
• Assist with ensuring safety concerns are documented and addressed in a timely manner.
• Maintain safety-related forms, procedures, and records as directed by management.

Safety Training and Employee Education

• Coordinate scheduling of required safety training.
• Maintain employee safety training records and certification documentation.
• Assist with new hire safety orientation.
• Track upcoming and expired employee certifications.
• Coordinate refresher training and communicate upcoming training requirements.
• Maintain records of employee participation in safety meetings and training sessions.

OSHA and Regulatory Documentation

• Assist with maintaining OSHA-required documentation and safety records.
• Maintain employee injury and incident documentation.
• Assist with preparation and maintenance of OSHA 300, 300A, and 301 records as assigned.
• Maintain Safety Data Sheets (SDS) and assist with ensuring they are accessible to employees.
• Assist with maintaining required safety postings and workplace notices.
• Support preparation for internal and external safety inspections and audits.
• Maintain records of safety inspections, training, incidents, and corrective actions.

Incident and Injury Reporting

• Assist with collecting initial information regarding workplace injuries, accidents, and near misses.
• Ensure incident reporting documentation is completed and forwarded to the appropriate personnel.
• Maintain an organized incident and injury tracking log.
• Assist with coordinating follow-up documentation and corrective action records.
• Communicate outstanding incident-related documentation to the appropriate management personnel.

Facility Safety Coordination

• Monitor designated safety areas, including:
• • Emergency exits and exit access.
  • Fire extinguishers and emergency equipment.
  • Aisles, walkways, and pedestrian access.
  • Personal protective equipment (PPE) availability.
  • Safety signage and required postings.
  • General housekeeping and facility conditions.
• Document and report blocked emergency exits, unsafe conditions, and other identified hazards.
• Assist with coordinating safety inspections and preventive safety activities.
• Support emergency preparedness activities and drills as assigned.

III. Communication and Departmental Coordination

• Serve as an administrative point of contact between departments for assigned responsibilities.
• Communicate outstanding documentation and administrative requirements to department managers.
• Assist with coordinating safety meetings and distributing meeting information.
• Maintain professional and consistent communication with employees and management.
• Escalate unresolved safety concerns or compliance issues to the appropriate leadership personnel.
• Maintain confidentiality regarding employee, company, and safety-related information.

IV. General Expectations

• Maintain professionalism and confidentiality at all times.
• Demonstrate strong organizational and time-management skills.
• Prioritize assignments based on operational needs and established deadlines.
• Maintain accuracy and attention to detail in all documentation.
• Communicate concerns, delays, and outstanding items promptly.
• Demonstrate initiative in identifying opportunities to improve administrative and safety processes.
• Maintain a professional and approachable working relationship with employees and management.
• Perform additional duties as assigned that are reasonably related to the position.

V. Qualifications and Skills

• High school diploma or equivalent required; additional education or administrative experience preferred.
• Previous administrative or office coordination experience preferred.
• Previous experience in a manufacturing or industrial environment preferred.
• Knowledge of workplace safety practices and OSHA requirements preferred.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to maintain accurate records and manage multiple priorities.
• Strong organizational and follow-up skills.
• Ability to communicate effectively with employees at all organizational levels.
• Ability to walk throughout manufacturing and warehouse environments and visit designated company facilities.

VI. Position Accountability

The Administrative Assistant / Safety Coordinator is accountable for:

• Maintaining accurate and organized administrative and safety documentation.
• Coordinating assigned safety inspections and tracking identified concerns.
• Maintaining employee safety training and certification records.
• Communicating outstanding safety and administrative requirements.
• Ensuring assigned records and reports are maintained within established timelines.
• Supporting the consistent administration of company safety and administrative processes.

Authority and Escalation: This position is responsible for identifying, documenting, communicating, and following up on administrative and safety concerns. Policy changes, disciplinary decisions, significant corrective actions, and matters requiring management authorization must be referred to the designated leadership personnel.

When food safety and quality matter, trust the Stik-Pak Standard. Our standard is based on the Safe Quality Food System (SQF). Our state-of-the-art facility and third party validation ensure our co-packing processes meet the highest standards of quality and food safety.

Company Description

When food safety and quality matter, trust the Stik-Pak Standard. Our standard is based on the Safe Quality Food System (SQF). Our state-of-the-art facility and third party validation ensure our co-packing processes meet the highest standards of quality and food safety.