Administrative Intake Coordinator

Job Title: Administrative Intake Coordinator

Duration: 6 Months (Possible Extension)

Location: Boston, MA 02116

Position Summary

We are seeking an organized and detail-oriented  Administrative Intake Coordinator to support an Employee Safety Reporting Program. The Administrative Intake Coordinator will be responsible for reviewing and processing employee safety reports, conducting initial risk assessments, coordinating follow-up activities, and ensuring reported hazards are tracked through resolution.

This position will play an important role in maintaining timely processing of safety reports, supporting hazard identification and mitigation, and ensuring reporting employees receive appropriate acknowledgment and status updates.

Key Responsibilities

• Review incoming Employee Safety Reporting Program messages and reports.
• Accurately record safety reports in the designated hazard database, including proper classification and data entry.
• Conduct initial risk assessments to evaluate hazard severity, likelihood, and appropriate routing.
• Escalate high-risk, urgent, or time-sensitive issues to appropriate Safety leadership, operations personnel, or responsible departments.
• Monitor the status of submitted safety reports and related corrective actions.
• Review maintenance work orders and other available system information to verify report status.
• Check system updates and information through applicable database integrations.
• Follow up with responsible departments on open safety reports to help ensure timely resolution.
• Communicate with self-identified reporting employees to acknowledge receipt of reports and provide appropriate status updates.
• Track and document reports throughout their lifecycle, including applicable safety assurance activities.
• Process reports in accordance with established Standard Operating Procedures (SOPs) and Work Instructions.
• Assist with reducing the existing report backlog, including reconciliation and processing of reports from prior years.
• Maintain accurate, organized, and complete documentation to support regulatory and program requirements.
• Coordinate with multiple departments and stakeholders to facilitate timely hazard resolution.

Required Skills

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to producing accurate work.
• Problem-solving and customer service skills.
• Professional demeanor and ability to work effectively with employees and internal stakeholders.
• Proficiency with Microsoft Office applications, including  Excel and PowerPoint .
• Proficiency with  SharePoint and standard office software and equipment.
• Ability to manage multiple reports, priorities, and follow-up activities efficiently.

Qualifications

• Bachelor’s degree preferred.
• 1-3 years of administrative and/or customer service experience.
• An associate degree, high school diploma, or GED with equivalent relevant experience may be considered in lieu of a bachelor’s degree.
• Experience working with regulatory agencies is preferred but not required.
• Ability to handle sensitive employee reports with professionalism, accuracy, and appropriate discretion.