Administrative Assistant-Safety

Painters Supply & Equipment Co•Middleburg Heights, OH

3d•$25 - $27

About The Position

The Administrative Assistant provides day-to-day administrative support to PSE Group’s Environmental Health and Safety (EHS) department and reports directly to the EHS Manager. The position maintains records and tracking systems, coordinates training and appointments, prepares routine reports, and follows up on outstanding documentation and assigned tasks. It supports safety, fleet, claims, and compliance programs by keeping information organized, accurate, and accessible. The role follows established procedures and refers technical questions, compliance concerns, and decisions requiring approval to the EHS Manager. PSE Group is a nationwide team of coatings specialists that provides coatings products and related services and solutions to customer partners. The position supports incident and claims administration; regulatory compliance documentation; fleet records and telematics administration; safety training and program administration; and audits, meetings, and other EHS department activities. It may also provide administrative support for companywide special projects, including acquisition activities. These projects may require overnight and weekend travel. The role includes assigned EHS seminars and training, job shadowing, and other related administrative duties after onboarding. The employee may be required to lift and carry approximately 25–75 pounds. The work is approximately 75% sitting, 15% standing, 5% walking, and 5% stooping, climbing, and kneeling. The employee must be able to tolerate non-toxic paint odors. Travel is approximately 5%.

Requirements

Education or training in office administration, business support, safety administration, or a related field is preferred.
2–4 years of administrative, clerical, records management, or department support experience.
Exceptional attention to detail and ability to follow consistent processes, especially when handling regulatory data, documentation, and compliance programs.
Strong written and verbal communication skills, including the ability to communicate document requests, reminders, and status updates clearly.
Ability to complete routine administrative tasks independently within established procedures and seek guidance when needed.
Practical problem-solving skills to identify incomplete records, resolve routine administrative issues, and refer technical questions or exceptions appropriately.
Strong organizational and time-management abilities, including prioritizing multiple projects, meeting deadlines, and maintaining accuracy in a fast-moving environment.
Ability to take ownership of tasks, follow through to completion, and proactively communicate status updates.
Proficiency in Microsoft Excel and comfort learning new systems such as telematics platforms, MVR systems, learning management systems, and fleet safety tools.
Ability to work all scheduled hours as needed.
If use of the employee’s own vehicle is required for company business, ability to obtain appropriate insurance under company policy.
Must be licensed and able to operate a vehicle in accordance with state law, including holding a commercial driver’s license if required, and must have an acceptable driving record from the State Motor Vehicle Bureau.
Ability to travel approximately 5%.
Ability to lift and carry approximately 25–75 pounds as needed and tolerate non-toxic paint odors.
Ability to complete required training courses: OSHA Hazardous Communication Training; EPA/Hazardous Waste Training; DOT Hazmat Training (49 CFR 172.704); and various OSHA General Industry Safety Trainings.

Nice To Haves

Education or training in office administration, business support, safety administration, or a related field.
Experience supporting safety, compliance, distribution, or fleet operations.
Familiarity with OSHA, DOT, hazardous materials documentation, or general EHS terminology, with willingness to learn established department procedures.
Ability to manage recurring administrative assignments with dependable follow-through.
Strong communication, organization, and task-tracking skills.
Comfort interacting with employees at all levels of the company.
Ability to prioritize and manage time-sensitive tasks.
Ability to recognize missing information, recurring documentation issues, and opportunities to improve administrative processes.
Initiative in requesting updates, sending reminders, and keeping assigned records current.
Sound judgment in following established guidelines and recognizing when EHS Manager review or approval is needed.

Responsibilities

Maintain workers’ compensation reports and claim files; check documentation for completeness and follow up with HR and insurance partners about missing information and status updates.
Submit company auto claim information as directed, maintain claim records, and track vehicle and facility repairs, supporting documents, and post-incident action items.
Collect and organize incident documentation, schedule follow-up discussions, and update corrective action logs for investigations led by the EHS Manager.
Gather data, maintain deadline reminders, and prepare recurring federal, state, and local regulatory submission materials for EHS Manager review, including OSHA, EPA, DOT, NFPA, and Tier II documentation.
Maintain the company Safety Data Sheet (SDS) system by uploading updated documents, organizing records, and helping locations access the system.
Maintain commercial motor vehicle (CMV) driver qualification files, track document expiration dates, compile hours-of-service records, and flag missing or overdue items.
Enter, update, and organize product hazard and regulatory information under established procedures, referring discrepancies to the EHS Manager.
Schedule hazardous waste pickups, collect and file related documentation, and coordinate handling and labeling questions with the EHS Manager under established VSQG/SQG procedures.
Update emergency response contact lists and distribute approved emergency response information to company locations.
Respond to customer requests by locating and providing approved product hazard information and regulatory documentation, referring technical questions to the EHS Manager.
Format, update, file, and distribute Standard Operating Procedures using revisions approved by the EHS Manager.
Update fleet system records, vehicle assignments, and insurance documentation, and follow up on missing information.
Track vehicle recall notices, coordinate repair appointments with locations, and maintain completed-repair records.
Compile telematics reports and maintain records related to safe driving scores, vehicle utilization, violations and coaching reports, user access requests, and approved account updates.
Request and track motor vehicle records (MVRs) for employees operating company vehicles, maintain review records, and refer results to the EHS Manager for evaluation.
Schedule online and in-person safety training, distribute materials and access instructions, and maintain attendance and completion records.
Maintain employee certification records, including forklift, DOT medical, and Hazmat documentation; track expiration dates and send renewal reminders.
Coordinate new-hire safety onboarding assignments, track training completion, and follow up with employees and managers on outstanding items.
Administer internal programs, including the Safety Boot Program, PPE program, monthly companywide safety messages, and recurring store and regional compliance tasks.
Coordinate routine safety-related information requests and documentation with Operations, HR, drivers, warehouse staff, and company leadership.
Prepare records and checklists for EHS audits and hazard identification walkthroughs, assist with scheduling, and track corrective actions.
Coordinate recurring safety meetings, prepare materials, record notes, and follow up on assigned action items.
Track receipt of required store checklists and policy documentation, and report missing items and concerns to the EHS Manager.
Identify opportunities to improve filing, data entry, tracking, and administrative workflows and share recommendations with the EHS Manager.
Support companywide special projects, including acquisition activities, by organizing records, coordinating information requests, and tracking assigned tasks.
Attend assigned EHS seminars and training and participate in job shadowing to become familiar with company operations and documentation needs.
Perform other related administrative and department support duties as assigned after onboarding.