Safety Compliance Administrative Assistant

Essential Duties and Responsibilities

Safety & Compliance Administration

• Manage and maintain safety, compliance, and employee qualification records within company compliance systems.
• Monitor employee certifications, licenses, training requirements, and compliance documentation.
• Identify and communicate expired, missing, or upcoming compliance requirements.
• Ensure records remain accurate, current, and audit-ready.
• Support the development and improvement of compliance processes, workflows, reports, and dashboards.

Customer Compliance Management

• Maintain customer-specific compliance platforms and documentation.
• Track customer-required training, qualifications, certifications, and workforce requirements.
• Support Operations and Business Development in evaluating workforce readiness for projects and customer opportunities.
• Resolve compliance deficiencies that may impact project mobilization or execution.

Training & Workforce Development

• Maintain employee training and qualification records.
• Coordinate and track required safety, regulatory, equipment, and customer-specific training programs.
• Monitor training expiration dates and schedule renewal requirements.
• Support apprenticeship programs, workforce development initiatives, and employee advancement documentation.

Safety Documentation & Incident Management

• Track and maintain safety observations, job briefings, JSAs, incident records, corrective actions, and related documentation.
• Monitor completion of required field observations and reporting requirements.
• Maintain incident and corrective-action records through closure.
• Assist in identifying trends, recurring issues, and improvement opportunities.

DOT & Regulatory Compliance

• Support DOT driver qualification files and related compliance requirements.
• Monitor employee and equipment compliance documentation.
• Assist with OSHA, DOT, FMCSA, utility customer, and other regulatory recordkeeping requirements.
• Coordinate with Safety, Fleet, HR, and Operations to address compliance deficiencies.

Reporting & Leadership Support

• Develop and maintain safety and compliance reports for leadership.
• Provide visibility into training status, certification expirations, corrective actions, and workforce readiness.
• Support strategic workforce planning, project staffing, and customer compliance requirements.

Job Requirements

• Associate degree in Occupational Safety and Health (OSH) or Safety Management, Business Administration, or related field preferred; equivalent experience considered.
• Knowledge of OSHA, DOT, FMCSA, and contractor/customer compliance requirements preferred.
• Minimum 3–5 years of experience in safety administration, compliance coordination, workforce training, compliance, or a related role.
• Experience with safety management systems, compliance databases, or learning management systems (KPA experience preferred).
• Strong organizational, recordkeeping, and administrative skills.
• Proficient in Microsoft Office Suite, including Excel, Word, Outlook, and reporting tools.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, deadlines, and confidential information with accuracy and professionalism.

 

Physical Requirements

• Prolonged periods of sitting and computer use.
• Frequent keyboarding, data entry, and document review.
• Ability to occasionally stand, walk, bend, reach, and lift up to 25 pounds.
• Ability to travel occasionally to company offices, training locations, or job sites.
• Visual ability to review detailed reports, records, and electronic documentation.

Working Conditions

• Primarily office-based environment with occasional field and job-site visits.
• Regular interaction with employees, managers, customers, and regulatory stakeholders.
• May require occasional travel for training, audits, inspections, or operational support.
• Work may involve managing multiple deadlines and responding to urgent compliance matters.

Key Attributes

• Strong attention to detail and commitment to accuracy.
• Highly organized with excellent time-management skills.
• Proactive problem solver with strong follow-through.
• Ability to maintain confidentiality and handle sensitive information.
• Collaborative team player wit