Administrative Intake Coordinator - Safety Hotline & Hazard Management

Skills:

Administrative Support, Intake Coordination, Customer Service, Risk Assessment, Hazard Management, Safety Hotline, Data Entry, Microsoft Excel, Microsoft Word, Microsoft PowerPoint, SharePoint, Origami, Trapeze, Record Management, Regulatory Compliance, Problem Solving, Communication, Organization, Documentation, and Team Collaboration.

We are seeking a highly organized and detail-oriented Administrative Intake Coordinator to support Safety Risk Management (SRM) operations. This position will manage Safety Hotline reports, perform initial risk assessments, coordinate follow-up activities, and ensure identified hazards are properly tracked through resolution.

The Intake Coordinator will play an important role in supporting regulatory compliance, safety assurance, hazard management, and frontline worker engagement. The successful candidate will communicate with reporting employees when identified, coordinate with internal departments, maintain accurate records, and help ensure safety concerns are addressed in a timely manner.

Key Responsibilities

• Review and process incoming Safety Hotline messages and reports .
• Accurately record Safety Hotline reports in the Origami hazard management database , including proper classification and data entry.
• Conduct initial risk assessments by evaluating hazard severity, likelihood, and appropriate routing.
• Escalate high-risk, urgent, or critical safety concerns to Safety Leadership, Operations Control Center, or the appropriate department.
• Monitor and confirm the status of Safety Hotline reports.
• Review Maintenance Work Orders in Trapeze to determine the status of reported safety concerns.
• Check system updates through the Origami API connection and maintain accurate report information.
• Follow up with responsible departments on open Safety Hotline reports to ensure timely action and resolution.
• Communicate with reporting employees, when self-identified, to acknowledge receipt of their reports and provide appropriate status updates.
• Track and document safety reports throughout their entire lifecycle.
• Maintain documentation supporting safety assurance activities and regulatory compliance.
• Process Safety Hotline reports in accordance with established Standard Operating Procedures (SOPs) and work instructions.
• Assist with reducing the existing hazard backlog, including reviewing and reconciling reports from previous years.
• Maintain accurate records, spreadsheets, databases, and status reports.
• Coordinate with internal stakeholders to obtain information needed to close or resolve safety reports.
• Identify missing or inconsistent information and take appropriate action to correct records.
• Support administrative activities related to Safety Risk Management and hazard management programs.
• Maintain confidentiality and professionalism when handling safety-related information.
• Perform other administrative and safety-support duties as assigned.

Required Qualifications

• Bachelor's degree preferred.
• An Associate degree, High School Diploma, or GED with equivalent relevant experience may be considered in lieu of a bachelor's degree.
• 1–3 years of administrative, customer service, office coordination, or related experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to produce accurate work.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong problem-solving and customer service skills.
• Professional demeanor and ability to interact effectively with employees, management, and internal departments.
• Ability to follow established procedures, policies, and work instructions.
• Ability to work independently while also collaborating effectively with a team.