Administrator, Safety and Facilities Support

FFF Enterprises•Temecula, CA

2d•Onsite

About The Position

The Safety and Facilities Support Administrator provides administrative and program support to the Safety and Facilities department by assisting with safety initiatives, maintaining compliance documentation, supporting facilities operations, and assisting with departmental programs and services. This role supports the implementation and ongoing administration of safety and facilities programs, promotes safe work practices, and ensures accurate recordkeeping, coordination, and communication across the organization.

Requirements

High school diploma, GED, or associate’s degree in occupational safety and health, a related field, or equivalent experience preferred.
Working knowledge of Microsoft 365 systems such as PowerPoint, Excel, Word and SharePoint.
General understanding of administration and documentation requirements.
Minimum of two (2) years of administrative experience in a fast‑paced office environment.
Experience with data entry, document management, auditing, and report preparation.
Demonstrated professionalism, integrity, and attention to detail.
Strong organizational and administrative skills with high attention to detail.
Proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
Strong written and verbal communication skills.
Ability to work independently with limited supervision and collaboratively as part of a team.
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers.
Must have the ability to view a computer screen for long periods and the ability to sit for extended periods.
Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled.
The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends.
Must have the ability to travel occasionally.
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times.
Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service.
Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations.
Must have the ability to exercise discretion as well as appropriate judgments when necessary.
Must be proactive in finding solutions.

Nice To Haves

Associate or Bachelor’s degree in Business Administration (MBA), Occupational Safety and Health, or a related discipline.
Familiarity with OSHA guidelines and safety program frameworks.
Knowledge of Safety Data Sheet (SDS) management practices.
Experience supporting safety or facilities administrative functions in a distribution, manufacturing or health care environment.
Microsoft 365 platforms
Project planning proficiency in a diverse safety environment

Responsibilities

Assist with the development, implementation and maintenance of safety programs, training, policies and procedures.
Assist with ordering, invoicing and inventory control of safety supplies.
Daily review, tracking and updating of safety platforms and software systems.
Review and update existing safety policies, programs and SOP’s to align with federal, state, and local regulations.
Support safety assessments, inspections, and programs by reviewing and auditing documentation and follow‑up actions.
Maintain records related to safety programs, incidents, inspections, training and corrective actions.
Prepare reports related to incidents, violations, training and program metrics.
Support Safety, Environmental and Emergency Preparedness Committee activities, including meeting coordination and documentation.
Assist with safety training coordination, scheduling, and recordkeeping.
Assist with training creation and documentation retention.
Assist in the review, auditing and update of Safety Data Sheets and correlating software.
Assist with ordering, invoicing and inventory control of facilities supplies.
Track, audit, and submit safety and facilities vendor invoices to Accounts Payable in a timely manner.
Maintain accurate administrative and preventative maintenance records related to safety and facility programs.
Perform daily administrative tasks, including monitoring and managing the Safety and Facilities support accounts.
Assist in the coordination of meetings, communications, and documentation for safety and facilities initiatives.
Adheres specifically to all company policies and procedures, Federal and State regulations, and laws.
Display dedication to position responsibilities and achieve assigned goals and objectives.
Always represent the Company in a professional manner and appearance.
Understand and internalize the Company’s purpose.
Display loyalty to the Company and its organizational values.
Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our workforce in actions, words, and deeds.
Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company.
Immediately report any concerns or violations.
Other duties as assigned.