Safety Administrative Assistant

essential functions

· Collect, review for completeness, and file daily jobsite safety documents submitted from the field, including Job Hazard Analyses (JHAs), pre-task plans, daily safety audit/inspection reports, and toolbox talk/safety meeting sign-in sheets.

· Track and file equipment inspection records.

· Maintain logs and checklists such as first aid kit inspection logs, fire extinguisher inspection logs, and equipment/vehicle inspection logs.

· Distribute blank forms, and safety paperwork packets to jobsites as needed.

· Scan, upload, and file safety documents in the company's electronic filing system and in hard-copy files according to company procedures.

· Maintain training records for all employees, including orientation, OSHA 10/30, CPR/First Aid, fall protection, rigging, confined space, aerial lift, forklift, and other required safety training and certifications.

· Assist in scheduling safety training sessions, reserving space, preparing materials and handouts, and recording attendance.

· Maintain and update the SDS jobsite booklets and the SDS master file; distribute updated booklets to jobsites.

· Assist with preparing and filing incident, injury, and near-miss paperwork, including first reports of injury and root cause investigation forms, and filing supporting documents as directed by the Safety Director.

· Assist in gathering documents for safety program submittals, pre-qualification packages, audits, and customer safety reviews.

· Maintain current copies of company safety policies, programs, and forms; ensure the latest revisions are used and retired versions are removed.

· Answer phone calls, emails, and requests for the Safety Department and route them appropriately.

· Prepare reports, memos, correspondence, and spreadsheets for the Safety Director.

· Assist in preparing safety meeting agendas, schedules, and distribution of safety bulletins and notices.

· Make occasional trips to local jobsites to deliver or collect paperwork and equipment, and to assist with inventory counts.