Administrative Assistant

Job Description

Job Description

We are seeking a detail-oriented Administrative Assistant to support a Safety team during the implementation of a contractor management system upgrade. This temporary assignment will focus on assisting with vendor compliance documentation, maintaining accurate records, and coordinating communication with existing vendors and contractors.

This role is ideal for someone with strong organizational and customer service skills who enjoys administrative work, follow-up communication, and ensuring information is accurate and complete. All outreach will be to existing vendors.

Key Responsibilities

• Contact existing vendors and contractors to request and collect required safety and compliance documentation.
• Review vendor records to identify missing documents, certifications, training records, or other compliance requirements.
• Maintain accurate records and update vendor information within company databases.
• Verify and update key contact information for vendor safety and compliance representatives.
• Follow up with vendors to ensure timely submission of required documentation.
• Track progress and maintain detailed notes regarding vendor compliance status.
• Escalate non-responsive or outstanding compliance issues to the appropriate internal team members.
• Support the Safety team with general administrative tasks related to the contractor management program

• High school diploma or equivalent required.

• Previous experience in administrative support, data entry, or vendor coordination.

• Strong customer service skills with the ability to interact professionally with external contacts.

• Ability to explain compliance-related information clearly while maintaining a courteous and solutions-focused approach.

• Comfort using database systems to review documents, enter updates, and track status information.

• Familiarity with NetSuite is preferred.