Safety Administrative Coordinator

Nashville Zoo • Nashville, TN

3d • Onsite

About The Position

The Safety Administrative Coordinator provides administrative, organizational, and operational support to Nashville Zoo’s Safety and Security Department. The role maintains departmental records and documentation, coordinates administrative functions, supports safety meetings and audits, manages office supplies and inventory, and maintains employee training records, manuals, and related materials. The successful candidate is organized, detail-oriented, personable, and able to manage multiple priorities in a fast-paced environment. The position requires effective communication with employees and leadership, accurate recordkeeping, discretion with sensitive information, and flexibility to support departmental operations throughout the property as needed.

The coordinator may work in an office, attend meetings throughout the property, and provide administrative or logistical support in indoor and outdoor environments. The role may involve prolonged computer use, sitting, standing, walking, and occasional lifting or moving of office supplies and materials. Schedule requirements may vary based on departmental operations, special events, training activities, and organizational needs. Reasonable accommodations will be considered in accordance with applicable law.

Candidates must successfully complete a criminal background check and drug screening before hire. Pre-employment and annual tuberculosis screenings are conditions of continued employment. Employment is at-will.

Requirements

• High school diploma or equivalent required.
• Ability to maintain accurate records, manage documentation, and follow through on assigned responsibilities.
• Effective communication and interpersonal skills, including the ability to build positive working relationships across organizational levels.
• Ability to multitask, prioritize, and balance routine administrative work with time-sensitive requests and changing operational needs.
• Computer proficiency with Microsoft Word, Excel, and Outlook.
• Initiative and problem-solving skills, including anticipating supply and documentation requirements.
• Sound judgment and professionalism when handling employee information, departmental records, and sensitive operational materials.
• Adaptability and willingness to learn new responsibilities and assist with duties outside the primary office function.
• Teamwork and service orientation in support of employee safety, guest service, and operational excellence.
• Ability to self-direct work tasks while ensuring safety and productivity.
• Ability to learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions within a workflow.
• Successful completion of a criminal background check and drug screening before hire; pre-employment and annual tuberculosis screenings are required for continued employment.

Nice To Haves

• Some college coursework or an associate degree in business administration, office administration, occupational safety, or a related field.
• Previous experience in an administrative, clerical, office coordination, safety support, or operations support role.
• Experience maintaining training records, employee files, audit documentation, or compliance-related records.
• Familiarity with spreadsheets, document management, scheduling, and inventory tracking.
• Experience in a large, multi-department organization, public attraction, hospitality environment, educational institution, or similar operational setting.

Responsibilities

• Perform daily administrative and clerical duties for the Safety and Security Department.
• Maintain regular attendance and model professional conduct and organizational values.
• Prepare, organize, proofread, and maintain departmental correspondence, reports, forms, spreadsheets, and other documentation.
• Assist with scheduling meetings, coordinating calendars, preparing agendas, recording notes, and distributing follow-up items.
• Maintain organized electronic and physical filing systems and handle confidential records responsibly.
• Answer departmental inquiries, communicate with employees and other departments, and route requests appropriately.
• Prepare and document departmental safety meetings and employee safety initiatives, including meeting materials, attendance sheets, presentations, and action-item tracking.
• Support internal safety audits and inspections by organizing records, preparing checklists, documenting findings, and tracking corrective actions and deadlines.
• Coordinate safety communications, reminders, and follow-up activities; assist with maintaining departmental procedures and documentation.
• Maintain employee training records, certifications, attendance logs, completion documentation, training manuals, procedures, policies, and reference materials.
• Coordinate required training sessions, refresher courses, and departmental development activities; monitor expirations, outstanding requirements, and documentation gaps.
• Distribute updated policies and training materials, document employee acknowledgments when required, and prepare training reports and compliance summaries.
• Monitor office supplies; coordinate ordering, receiving, organization, and distribution; and maintain inventory records for assigned resources.
• Identify supply needs, anticipate shortages, communicate purchasing requirements, and help maintain organized office and storage spaces and departmental equipment records.
• Provide administrative and logistical assistance for special events, safety initiatives, training activities, and departmental projects.
• Prepare materials, organize resources, and coordinate communications across departments.
• Provide temporary coverage or assistance for designated roles throughout the property when needed and appropriately trained and authorized.
• Support other departments during special events, staffing shortages, or changing operational demands, and perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage.
• Employee Assistance Program for confidential mental, emotional, and financial support.
• 401(k) retirement plan with company matching.
• Paid time off and sick leave.
• Discounts on park experiences, retail, and food services, plus complimentary membership benefits.
• Collaborative and inclusive culture with opportunities for employee growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED