SAFETY and COMPLIANCE ADMINISTRATOR

Okanagan Specialty Fruits•Moses Lake, WA

2d•Onsite

About The Position

The Safety and Compliance Administrator keeps the safety program at a food manufacturing facility organized, on schedule, and well informed. The role works across production, quality, safety, and leadership teams, managing calendars and deadlines, researching answers independently, and improving administrative processes using AI tools and modern systems. The position administers occupational safety activities and workers’ compensation claims, maintains injury and illness records, coordinates safety training and inspections, and maintains occupational health and safety plans, forms, and procedures. It also supports research, scheduling, deadline tracking, filing, general administration, and process improvement. The role is mostly office-based at an active food production site, with occasional entry into production areas.

Requirements

High school diploma or equivalent.
At least 2 years of administrative or office coordination experience.
Proven ability to research independently and find answers with minimal direction.
Self-starter who works well independently and manages their own priorities.
Strong track record of meeting deadlines while juggling multiple tasks.
Advanced calendar and scheduling skills using Outlook or Google Calendar.
Proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, and Teams.
Hands-on experience with AI tools such as Microsoft Copilot, ChatGPT, or Claude, and comfort using them responsibly at work.
Ability to learn new software and systems quickly.
Clear, professional written and verbal communication.
Strong attention to detail and organizational skills.
Must be able to sit at a computer for long periods and occasionally lift up to 25 lbs.
Must follow required PPE rules, including wearing hairnets, smocks, and safety footwear.

Nice To Haves

Occupational Health and Safety experience; understanding of Washington LNI and OSHA guidelines, regulations, and reporting is a plus.
Associate’s or bachelor’s degree in business, office administration, or a related field.
Experience in food manufacturing, agriculture, or another regulated industry.
Familiarity with food safety programs such as GMP, HACCP, and SQF/GFSI, and with audit preparation.
Experience with HRIS, ERP, document control, or project management tools such as SAP, Smartsheet, Asana, or SharePoint.
Experience building workflow automations such as Power Automate or Zapier.
Bilingual English/Spanish.

Responsibilities

Manage Washington LNI workers’ compensation claims and assist with workers’ compensation paperwork and return-to-work documentation in partnership with Department Managers and HR.
Maintain OSHA 300/300A/301 injury and illness logs, post the annual summary on time, and enter cases in the company tracking system.
Report major injuries and accidents to LNI/OSHA as required by regulations.
Track employee safety training, including new-hire orientation, lockout/tagout, forklift/PIT, HazCom, PPE, and emergency action training; send reminders before certifications expire.
Schedule and document safety committee meetings, monthly inspections, fire extinguisher and eyewash checks, emergency drills, and the hearing screening program.
Coordinate first-aid supply restocking and PPE inventory.
Post mandatory safety signage and maintain health and safety communication boards.
Lead the annual OHS/APP review with Department Managers, stay current on OHS laws and regulations, and share relevant information with Department Managers.
Maintain OHS plans, forms, and SOPs in the document control system; issue, revise, and retire documents on schedule.
Research questions using internal records, vendor and customer contacts, regulatory sources, and online resources; compile clear summaries, comparisons, and recommendations for managers.
Track down missing information, follow up on open items, and close the loop without being asked.
Manage complex calendars for site and safety leadership, audits, and regulatory deadlines.
Schedule and coordinate meetings, visitor and auditor visits, trainings, and company events; prepare agendas, take minutes, and track action items through completion.
Own a tracking system for recurring deadlines such as certifications, permits, renewals, and reporting dates.
Maintain organized digital and physical filing systems, including documents supporting food safety and quality programs; prioritize competing requests and flag deadline risks early.
Use AI tools to draft correspondence, summarize documents, research topics, and create presentations.
Build templates, checklists, and simple automations to reduce manual work; identify inefficient processes and propose practical improvements.
Help teammates learn new tools and systems.
Process purchase requests, invoices, expense reports, and office supply orders.
Support new-hire onboarding logistics, including badges, PPE, and orientation scheduling.
Answer phones and emails, greet visitors, and manage visitor sign-in and safety procedures.
Handle confidential information with discretion.
Follow GMP, food safety, and plant safety rules, including required PPE.
Occasionally support early shifts, audits, or events as needed.