Regional Safety Administrative Assistant

Required Skills & Experience

• High school diploma or equivalent required.
• Minimum of two years of administrative, document-control, compliance, construction, safety-support, or related experience preferred.
• Proficiency with Microsoft Excel, Word, Outlook, and Teams.
• Strong organizational, written communication, data-entry, and follow-up skills.
• Ability to manage multiple deadlines across several projects.
• High level of accuracy and attention to detail.
• Ability to handle confidential information professionally.
• Ability to identify missing or incomplete documentation and communicate required corrections.

Nice to Have Skills & Experience

• Previous experience supporting a construction or occupational-safety department.
• Familiarity with OSHA construction terminology and incident-reporting processes.
• Experience maintaining incident trackers, corrective-action logs, training matrices, or compliance records.
• OSHA 10 certification.
• Experience with SharePoint, Power BI, or electronic document-management systems.
• Bilingual English/Spanish capabilities.

Job Description

The Regional Safety Administrator provides administrative, documentation, case-tracking, and compliance support to the Southeast Region Safety Department. This position is responsible for maintaining accurate safety records, opening and tracking reported safety cases, collecting and filing required project submissions, following up on missing documentation, and supporting regional reporting and audit readiness. The Regional Safety Administrator will work closely with regional Safety professionals, project leadership, Human Resources, and other support departments to ensure required information is received, accurately documented, tracked through completion, and properly retained.

Essential Duties and Responsibilities

• Open and maintain administrative case files for first-aid cases, personal-medical events, near misses, good catches, recordable incidents, property damage, and other reported events.
• Enter new cases into the regional case-management tracker and maintain accurate case status information.
• Track required statements, photographs, medical documentation, follow-up dates, corrective actions, and closure requirements.
• Obtain missing case information from responsible Safety professionals and project personnel.
• Maintain daily, weekly, and monthly safety submission trackers for all assigned projects.
• Receive, review, organize, and file required project safety documentation.
• Follow up on missing, incomplete, late, or incorrectly submitted records.
• Track corrective actions through completion and escalate overdue items to Safety management.
• Scan and file completed forms within the appropriate employee, training, project, or case record.
• Maintain organized and audit-ready electronic safety files.
• Verify that documents contain required names, dates, signatures, approvals, and supporting information.
• Maintain employee training records and assist with updating training matrices.
• Prepare weekly and monthly compliance reports for regional Safety leadership.
• Schedule case reviews, After-Action Reviews, and department meetings as directed.
• Prepare meeting agendas, notes, attendance records, and action-item trackers.
• Draft routine follow-up communications and documentation requests.
• Protect confidential employee, medical, incident, and company information.
• Perform additional administrative duties assigned by the Regional Safety Manager.

Examples of Documents Tracked

• Daily safety summaries
• Pre-Task Plans
• Stretch-and-Flex records
• Ladder, MEWP, forklift, harness, and SRL inspections
• GFCI inspection and testing records
• Confined-space permits
• Toolbox talks and safety meeting records
• PPE inventory matrices
• Employee training matrices
• Fleet vehicle matrices
• Warehouse and fire-extinguisher inspections
• Orientation and training documentation
• Novara Flex submissions
• Incident and near-miss documentation
• Corrective-action records