Safety Department Coordinator

Job Description

Job Description

Position Title

Safety Department Administrator

Position Summary

Provides administrative and operational support to the Safety Department by managing personnel systems, staffing data, scheduling visibility, and departmental coordination. This role supports departmental leadership by ensuring accuracy, consistency, and alignment across safety teams, projects, and strategic initiatives while enhancing operational efficiency and decision-making.

Core Responsibilities

1. Personnel Systems, Setup & Staffing Management

• Support system setup and alignment for safety personnel within department-managed tools and processes
• Coordinate with HR and IT to ensure required system access and configurations are in place for safety team members
• Support administrative setup for safety personnel and update systems as staffing changes occur, including:
  • Timesheet approval routing
  • Travel system setup
  • Expense reporting workflows
• Maintain accurate personnel records and update changes in roles, assignments, and reporting structures
• Manage and update:
  • Distribution lists and email groups (departmental)
  • PMWeb project assignments to ensure alignment with current staffing as changes occur
  • System access including Power BI and ChatGPT (managers and above)
  • Office access control permissions and coordinate with Facilities/IT to ensure proper building access for safety personnel
  • Verify and maintain accurate contact information within the company Global Directory
• Maintain the Safety Department staffing chart, including project assignments and personnel changes
• Ensure approvals, reporting lines, and system configurations remain accurate and up to date

  2. Calendar & Executive Support

• Maintain and update:
• Safety Department PTO Calendar
• Home Weekend / Rotation Calendar
• Manage and track team PTO balances to ensure accuracy and visibility
• Schedule appointments and maintain calendars for department leadership
• Coordinate travel, business itineraries, and logistics for department leadership
• Review home weekend flight bookings to ensure alignment with company travel policy
• Ensure schedules and travel plans are accurate and current
• Prioritize and manage incoming requests to the Vice President and Safety leadership, ensuring alignment with departmental priorities
• Manage communication flow by coordinating and routing requests, issues, and information to appropriate team members to ensure clarity, responsiveness, and alignment with leadership priorities
• Prepare briefing materials and summaries in advance of key meetings, including relevant data, updates, and action items
• Draft and prepare communications, correspondence, and reports for internal and external distribution
• Assist in compiling and validating data for recurring executive reports, dashboards, and leadership reviews
• Proactively review upcoming meetings to ensure readiness, including materials, attendees, and required information

3. Overtime, Labor & Project Schedule Visibility

• Track and flag excessive overtime for projects and team members in alignment with company fatigue management policies
• Communicate identified concerns to applicable safety leaders whose projects or personnel fall under fatigue management thresholds
• Collect and maintain monthly labor partner hours for reporting and analysis
• Track and maintain nationwide project holiday schedules to provide visibility into project activity, including which teams are working, shut down, or transitioning during holiday periods
• Monitor and communicate changes in project activity and personnel movement (coming and going) to support leadership awareness and planning, and update systems accordingly

  4. Event Planning & Special Safety Program Coordination

• Assist with planning and coordination of the annual Safety Summit, including scheduling, logistics, and attendee tracking
• Track and support company participation in:
  • National Safety Stand-Down Week
  • OSHA Safe + Sound Week
  • Other corporate or regulatory safety emphasis programs
• Assist with coordination, communication, and tracking of participation across regions and teams; coordinate with the Director of Travel to ensure participants are properly scheduled and travel is booked in alignment with company policies
• Support the Joe Gray Award process, including:
  • Ordering plaques and awards
  • Creating certificates
  • Coordinating award delivery
  • Ensuring recognition is supported with a follow-up social media post
• Support development of communication and engagement strategies for safety initiatives and events

  5. Personnel Transition & Organizational Support

• Coordinate 30-60-90 day milestone check-ins for safety personnel to ensure alignment, progress, and successful integration into role expectations
• Maintain and track standardized personnel transition checklists (new hires, transfers, role changes) to ensure system alignment and readiness
• Assist with coordination between Onboarding and Training departments to support a smooth transition of safety personnel into the department; monitor first-week expectations and training timelines, and communicate status, gaps, or concerns to Regional Directors and Vice President as part of a checks-and-balances process
• Communicate training status and outstanding action items to employees and supervisors, clearly identifying gaps, due dates, and required actions; escalate non-compliance as needed
• Coordinate and schedule one-on-one meetings with supervisors when required training or expectations are not being met
• Proactively follow up with responsible parties to resolve identified gaps, drive timely completion of required actions, and escalate unresolved issues to leadership as needed
• Maintain visibility on deadlines, deliverables, and competing priorities across the team
• Track cross-functional safety initiatives, deadlines, and deliverables; identify delays and escalate misalignment to leadership
• Maintain an up-to-date Safety Department org chart reflecting current reporting structures
• Manage and distribute current contact lists for field and leadership teams
• Handle sensitive personnel, incident, and organizational information with discretion and professionalism

6. Meeting Coordination & Logistics

• Coordinate and manage core Safety Department meeting structures, including:
• Weekly Safety Leadership Call
• Weekly Department-Wide Safety Call
• Weekly Manager-Level Team Meetings
• Manage invites, agendas, attendance tracking, and meeting materials across all meeting types
• Manage Weekly Safety Leadership Call, including:
• Owning calendar setup and meeting logistics
• Maintaining and updating invite lists based on organizational changes
• Coordinating agendas, materials, and pre-read distribution
• Ensuring alignment of attendees with current roles and responsibilities
• Tracking action items and follow-up commitments, including assignment of ownership and monitoring completion status
• Manage Weekly Department-Wide Safety Call, including:
• Maintaining accurate and up-to-date attendee lists
• Coordinating distribution of meeting materials and communications
• Ensuring alignment of attendees with current staffing and roles
• Tracking key discussion points, action items, and follow-up requirements to ensure communication and accountability across the department
• Support Weekly Manager-Level Team Meetings, including:
• Ensuring team members are correctly assigned to the appropriate manager meetings
• Updating invite lists based on staffing changes (additions, removals, transfers)
• Verifying alignment between staffing assignments and meeting distribution
• Schedule and coordinate:
• Letter of Exception (LOE) meetings
• New Business Partner Introduction to CSI Safety meetings
• Coordinate safety participation in preconstruction meetings, including:
• Ensuring appropriate Safety Professional, Manager, Director, and Vice President are included in invitations, as applicable
• Verifying alignment between staffing assignments and meeting participation
• Track and maintain Site-Specific Safety Plan (SSSP) review meetings, including:
• Confirmation of completion prior to project start
• Participation from Safety, Operations, Superintendent, and Project Manager
• Documentation of completion and follow-up actions
• Maintain visibility on completion status of safety-related preconstruction activities across projects and escalate gaps to leadership as needed

7. Process Improvement & Operational Support

• Evaluate existing administrative and operational processes within the Safety Department and recommend improvements for efficiency and consistency
• Assist in developing and maintaining standardized workflows, procedures, and best practices
• Support non-routine and complex administrative or operational requests by gathering and coordinating necessary information across departments
• Manage multiple priorities, deadlines, and requests simultaneously while maintaining a high level of accuracy and attention to detail
• Build and maintain strong working relationships across Safety, Operations, Risk, Benefits, IT, and other departments to support alignment and execution
• Collaborate with administrative professionals across the enterprise to align processes, share best practices, and ensure consistency in systems, communications, and executive support standards

  Final Positioning (Leadership View)

  This role functions as the:

• System Control Point → personnel data, access, and staffing alignment
• Staffing Visibility Hub → real-time understanding of team assignments
• Operational Coordination Engine → ensures execution of safety processes, meetings, and initiatives
• Executive Support Function → enables leadership decision-making, time management, and communication
• Risk & Readiness Support → strengthens preconstruction alignment, fatigue management visibility, and training tracking