Administrative Assistant-Safety

Administrative Assistant-Safety

The Administrative Assistant-Safety provides day-to-day administrative support to PSE Group's Environmental Health and Safety (EHS) department. Reporting directly to the EHS Manager, this position maintains records, updates tracking systems, coordinates training and appointments, prepares routine reports, and follows up on outstanding documentation and assigned tasks. The role supports safety, fleet, claims, and compliance programs by keeping information organized, accurate, and accessible. The Administrative Assistant follows established procedures and refers technical questions, compliance concerns, and decisions requiring approval to the EHS Manager. Success requires strong organizational skills, attention to detail, clear communication, and dependable follow-through.

Incident & Claims Administrative Support

• Maintain workers' compensation reports and claim files, check documentation for completeness, and follow up with HR and insurance partners on missing information and status updates.
• Submit company auto claim information as directed, maintain claim records, and track vehicle and facility repair updates, supporting documents, and post-incident action items.
• Collect and organize incident documentation, schedule follow-up discussions, and update corrective action logs to support investigations led by the EHS Manager.

Regulatory Compliance Support

• Gather data, maintain deadline reminders, and prepare recurring federal, state, and local regulatory submission materials for EHS Manager review, including OSHA, EPA, DOT, NFPA, and Tier II documentation.
• Maintain the company Safety Data Sheet (SDS) system by uploading updated documents, organizing records, and assisting locations with access.
• Maintain commercial motor vehicle (CMV) driver qualification (DQ) files, track document expiration dates, compile hours-of-service records, and flag missing or overdue items for review.
• Enter, update, and organize product hazard and regulatory information related to DOT, OSHA, NFPA, and EPA programs using established procedures; refer discrepancies to the EHS Manager.
• Schedule hazardous waste pickups, collect and file related documentation, and coordinate handling and labeling questions with the EHS Manager under established VSQG/SQG procedures.
• Update emergency response contact lists and distribute approved emergency response information to company locations.
• Respond to customer requests by locating and providing approved product hazard information and regulatory documentation; refer technical questions to the EHS Manager.
• Assist with formatting, updating, filing, and distribution of Standard Operating Procedures using revisions approved by the EHS Manager.

Fleet Records & Telematics Administration

• Update fleet system records, vehicle assignments, and insurance documentation; follow up on missing information with the appropriate contacts.
• Track vehicle recall notices, coordinate repair appointments with locations, and maintain records of completed repairs.
• Provide administrative support for the company telematics platform by compiling reports and maintaining records related to:
• Safe driving scores
• Vehicle utilization
• Violations and coaching reports
• User access requests and approved account updates
• Request and track motor vehicle records (MVRs) for employees operating company vehicles, maintain review records, and refer results to the EHS Manager for evaluation under company driver guidelines.

Training & Program Administration

• Schedule online and in-person safety training, distribute materials and access instructions, and maintain attendance and completion records for the EHS Manager.
• Maintain employee certification records, including forklift, DOT medical, and Hazmat documentation; track expiration dates and send renewal reminders.
• Coordinate new-hire safety onboarding assignments, track training completion, and follow up with employees and managers on outstanding items.
• Support the administration of internal programs including but not limited to:
• Safety Boot Program: process orders, route approval requests, and maintain tracking records
• PPE program: maintain order and distribution records and coordinate requests as directed
• Monthly companywide safety messages: format and distribute approved communications
• Recurring store and regional compliance tasks: maintain tracking logs, send reminders, and report completion status

Audit, Meeting & Department Support

• Coordinate routine safety-related information requests and documentation with Operations, HR, drivers, warehouse staff, and company leadership.
• Prepare records and checklists for EHS audits and hazard identification walkthroughs, assist with scheduling, and track assigned corrective actions.
• Coordinate recurring safety meetings, prepare materials, record meeting notes, and follow up on assigned action items.
• Track receipt of required store checklists and policy documentation; report missing items and concerns to the EHS Manager.
• Identify opportunities to improve filing, data entry, tracking, and administrative workflows and share recommendations with the EHS Manager.

Other Duties

• Provide administrative support for companywide special projects, including acquisition activities, by organizing records, coordinating information requests, and tracking assigned tasks. These activities may require overnight and weekend travel.
• Perform other related administrative and department support duties as assigned after onboarding.
• Attend assigned EHS seminars and training to build familiarity with the programs, terminology, and documentation requirements supported by this position.
• Participate in job shadowing as assigned to become familiar with company operations and the safety documentation needs of different roles.

Qualifications

• Education or training in office administration, business support, safety administration, or a related field preferred.
• 24 years of administrative, clerical, records management, or department support experience; experience supporting safety, compliance, distribution, or fleet operations preferred.
• Familiarity with OSHA, DOT, hazardous materials documentation, or general EHS terminology preferred, with willingness to learn established department procedures.
• Exceptional attention to detail and ability to follow consistent processes.
• Proven strong written and verbal communication skills.
• Ability to complete routine administrative tasks independently within established procedures and seek guidance when needed.
• Practical problem-solving skills to identify incomplete records, resolve routine administrative issues, and refer technical questions or exceptions to the appropriate person.
• Strong organizational and time-management abilities, including the ability to prioritize multiple projects, meet deadlines, and maintain accuracy in a fast-moving environment.
• Demonstrated ability to take ownership of tasks, follow through to completion, and proactively communicate status updates.
• High attention to detail, especially when working with regulatory data, documentation, and compliance programs.
• Ability to communicate document requests, reminders, and status updates clearly to store leadership, drivers, and internal departments.
• Proficiency in Microsoft Excel and general comfort learning new systems (telematics platforms, MVR system, learning management systems, fleet safety tools, etc.).

Preferred Competencies

• Ability to manage recurring administrative assignments with dependable follow-through.
• Strong communication and organization / task-tracking skills.
• Comfort interacting with employees at all levels of the company.
• Ability to prioritize and manage time-sensitive tasks.
• Ability to recognize missing information, recurring documentation issues, and opportunities to improve administrative processes.
• Initiative in requesting updates, sending reminders, and keeping assigned records current.
• Sound judgment in following established guidelines and recognizing when EHS Manager review or approval is needed.

Physical Requirements

Employee may be required to lift and carry approximately 25 75 lbs. as needed. The employee will spend approximately 75% of the time sitting, 15% standing, 5% walking, 5% stooping, climbing and kneeling. Must be able to tolerate non-toxic paint odors.

Training Requirements

Listed below are the minimum training requirements necessary to become certified in this position.

Required Courses :

• OSHA Hazardous Communication Training
• EPA / Hazardous Waste Training
• DOT Hazmat Training (49 CFR 172.704)
• OSHA General Industry Safety Trainings (Various)

Other Requirements

Ability to work all scheduled hours as needed. If usage of employee's own vehicle is required for company business, employee must obtain appropriate insurance per Company Policy.