Safety Admin Assistant
About The Position
The Safety Administrative Assistant is a key member of the Safety & Training team, responsible for maintaining the systems, records, and processes that support Pro-Vac’s safety-first culture. This role ensures training documentation, compliance data, and safety platforms are accurate, organized, and up to date. This position is ideal for someone who thrives in a structured environment, enjoys coordinating details across multiple systems, and takes pride in supporting field teams through strong administrative execution. You’ll work closely with Safety and HR leaders and have direct visibility into the programs that keep our operations running safely and efficiently.
Requirements
- Strong organizational, multitasking, and time-management skills
- High attention to detail and commitment to data accuracy
- Self-motivated, proactive, and comfortable managing multiple priorities
- Clear and professional written and verbal communication skills
- Collaborative mindset and ability to work effectively with cross-functional teams
- Proficiency in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
Nice To Haves
- Minimum 1 year of administrative experience, preferably in Safety, compliance, or a regulated environment
- Experience working with safety management systems, training databases, or contractor pre-qualification platforms is a plus
- Proven reliability and ability to work independently while staying connected to a team
Responsibilities
- Own the accuracy and integrity of safety and training data across internal systems and third-party platforms
- Collect, review, and track employee training documentation to ensure compliance
- Coordinate training, certifications, and renewals, including OQs and site-specific requirements (BNSF, Amtrak, eRailSafe, etc.)
- Maintain employee training profiles within KPA Safety Management Software
- Manage contractor pre-qualification and safety platforms, including ISNetworld, Avetta, and MSDS Online
- Monitor drug and background screenings and update applicant and employee records in HR and applicant tracking systems
- Prepare agendas and meeting minutes for Safety meetings
- Assist with Workers’ Compensation claims and vehicle accident insurance documentation and tracking
- Provide professional, timely administrative support via phone, email, and internal communication
- Handle sensitive and confidential information with discretion and professionalism
Benefits
- Paid Time Off (PTO)
- Medical, Dental, Vision, Life, and Long-Term Disability Insurance
- 401(k) with company match
- Career development and growth opportunities
- Supportive, safety-focused team environment
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
101-250 employees
