Administrative Assistant- Fleet & Safety

Facility Services Management•Clarksville, TN

About The Position

Administrative Assistant – Fleet & Safety Be the organizational backbone behind safe, efficient operations Job Summary The Administrative Assistant – Fleet & Safety plays a vital role in keeping our operations running smoothly, safely, and compliantly. This position blends traditional administrative support with hands-on involvement in fleet coordination and safety program support. You’ll work closely with site and contract leadership to manage documentation, track compliance, support audits, and ensure safety and fleet programs are organized, current, and effective. If you thrive in a role where details matter , enjoy supporting multiple teams, and take pride in helping create a safe, well-run workplace, this is an excellent opportunity to make a real impact. What You’ll Do Administrative Support Serve as a professional first point of contact by answering phones, greeting visitors, and relaying messages accurately. Maintain an organized, professional office environment and assist with business-related errands as needed. Manage incoming and outgoing mail, including FedEx and UPS shipments. Provide general administrative support to site and contract leadership. Assist with solicitations, bids, contracts, and phase-in activities for new projects. Support day-to-day office coordination and special projects as assigned. Fleet, Safety & Compliance Support Assist with administration of the FSI Fleet Program , including vehicle listings, registrations, and titling. Maintain safety documentation such as training records, inspection logs, incident reports, and corrective action tracking. Support onboarding safety documentation for new hires (acknowledgments, certifications, orientation checklists). Track safety training completion and follow up on missing or expired records. Help prepare for safety audits, inspections, and client or regulatory reviews. Maintain OSHA, company policy, and contract-required safety records in a confidential and well-organized manner. Support incident reporting by gathering documentation and coordinating follow-up as directed. Assist managers with safety meetings, toolbox talks, and compliance reporting. Help update and maintain the Safety SharePoint site. Communicate safety-related information across sites, management, and People & Culture. What We’re Looking For Education & Experience High school diploma or equivalent required; Associate degree preferred . Minimum two (2) years of administrative experience , or an equivalent combination of education and experience. Working knowledge of office procedures, filing systems, and records management. Proficiency in Microsoft Word, Excel, and Outlook ; familiarity with DMLSS or similar systems is a plus. Basic understanding of workplace safety documentation (training provided). Skills & Attributes Exceptional organizational skills and attention to detail. Strong written and verbal communication abilities. Ability to handle sensitive and confidential information with professionalism. Self-starter who can manage multiple priorities and work independently. Strong time-management, problem-solving, and decision-making skills. Valid state driver’s license with an insurable driving record. Physical Requirements Ability to sit for extended periods (8+ hours per day). Occasional standing, walking, reaching, and use of hands. Ability to lift up to 10 pounds regularly and up to 50 pounds as needed . Why This Role Matters This position is more than administrative support — it’s about protecting people, supporting operations, and keeping our teams compliant and safe . You’ll be a trusted partner to leadership and a key contributor to a workplace where organization, safety, and accountability come first.

Requirements

High school diploma or equivalent required; Associate degree preferred
Minimum two (2) years of administrative experience , or an equivalent combination of education and experience.
Working knowledge of office procedures, filing systems, and records management.
Proficiency in Microsoft Word, Excel, and Outlook
Basic understanding of workplace safety documentation (training provided).
Exceptional organizational skills and attention to detail.
Strong written and verbal communication abilities.
Ability to handle sensitive and confidential information with professionalism.
Self-starter who can manage multiple priorities and work independently.
Strong time-management, problem-solving, and decision-making skills.
Valid state driver’s license with an insurable driving record.
Ability to sit for extended periods (8+ hours per day).
Occasional standing, walking, reaching, and use of hands.
Ability to lift up to 10 pounds regularly and up to 50 pounds as needed

Nice To Haves

familiarity with DMLSS or similar systems is a plus.

Responsibilities

Serve as a professional first point of contact by answering phones, greeting visitors, and relaying messages accurately.
Maintain an organized, professional office environment and assist with business-related errands as needed.
Manage incoming and outgoing mail, including FedEx and UPS shipments.
Provide general administrative support to site and contract leadership.
Assist with solicitations, bids, contracts, and phase-in activities for new projects.
Support day-to-day office coordination and special projects as assigned.
Assist with administration of the FSI Fleet Program , including vehicle listings, registrations, and titling.
Maintain safety documentation such as training records, inspection logs, incident reports, and corrective action tracking.
Support onboarding safety documentation for new hires (acknowledgments, certifications, orientation checklists).
Track safety training completion and follow up on missing or expired records.
Help prepare for safety audits, inspections, and client or regulatory reviews.
Maintain OSHA, company policy, and contract-required safety records in a confidential and well-organized manner.
Support incident reporting by gathering documentation and coordinating follow-up as directed.
Assist managers with safety meetings, toolbox talks, and compliance reporting.
Help update and maintain the Safety SharePoint site.
Communicate safety-related information across sites, management, and People & Culture.