Safety Administrative Assistant

VarcoMac•Odenton, MD

1d•Onsite

About The Position

The Safety Administrative Assistant provides comprehensive administrative and operational support to the Safety Department. This role plays a critical part in maintaining accurate safety records, coordinating training and meetings, tracking compliance activities, and supporting incident management processes. The ideal candidate is highly organized, detail‑oriented, and capable of managing multiple priorities while serving as a key point of contact between employees and the safety team.

Requirements

High school diploma or equivalent required
2+ years of administrative support experience, ideally in safety, operations, or a compliance‑focused environment
Strong organizational and time management skills with a high attention to detail
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and digital filing systems
Ability to handle confidential and sensitive information with professionalism

Nice To Haves

Associate degree or coursework in business administration, safety, or a related field preferred
Experience working with safety records, training systems, or compliance documentation
Familiarity with incident reporting, corrective actions, and workers’ compensation processes
Strong written and verbal communication skills
Ability to work independently while supporting a collaborative team environment

Responsibilities

Provide general administrative support to the Safety Department
Schedule meetings, safety briefings, and training sessions
Prepare presentations, reports, and professional correspondence
Maintain organized filing systems (digital and physical)
Support safety meetings by preparing agendas and taking meeting minutes
Maintain and update safety records, logs, and databases
Ensure compliance and regulatory documents are organized, current, and accessible
Track incident reports, near-misses, and corrective action items
Follow up on corrective actions to ensure timely completion
Assist with the collection and organization of investigation data
Support the completion and tracking of workers’ compensation claims
Assist with reviewing and organizing vendor prequalification documentation
Coordinate employee safety training sessions and onboarding orientations
Maintain training records, certifications, and sign-in documentation
Monitor required and expiring training and send reminders to employees and leaders
Confirm employee participation through sign-in sheets or video completion for Pre‑Task Plans
Act as a point of contact between employees and the safety team
Distribute safety communications, policies, procedures, and departmental updates
Track and report key safety performance indicators (KPIs), including incident rates and training completion
Assist the safety team with data organization and reporting to support continuous improvement initiatives