Safety & Compliance Admin Assistant
About The Position
The Safety & Compliance Administrative Assistant supports Pro-Vac’s safety and compliance programs by maintaining accurate records, coordinating training and certifications, and ensuring documentation readiness across drivers, vehicles, and operations. This role plays a key part in reducing risk, supporting audits, and reinforcing Pro-Vac’s safety-first culture. Working closely with Safety, HR, Operations, and Maintenance teams, this position focuses on execution, coordination, and documentation discipline to support regulatory compliance and audit preparedness across a growing, multi-state organization.
Requirements
- Strong organizational, multitasking, and time-management skills
- High attention to detail and commitment to data accuracy
- Clear written and verbal communication skills
- Ability to manage confidential and compliance-related information
- Proficiency with Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
Nice To Haves
- 3+ year of administrative experience in Safety, HR, DOT compliance, or a regulated environment
- Experience supporting driver qualification files, audits, or compliance documentation
- Familiarity with safety management systems or contractor pre-qualification systems
- Ability to work independently while collaborating across teams
Responsibilities
- Maintain driver qualification (DQ) files, including CDL verification, medical certificates, MVRs, and drug & alcohol testing coordination, as applicable
- Ensure accuracy and completeness of safety and compliance documentation to support audit readiness
- Monitor and update safety, training, and compliance records across internal systems and third-party platforms
- Collect, review, and track training documentation to ensure compliance
- Coordinate employee training, certifications, and renewals, including OQs and site-specific requirements (BNSF, Amtrak, eRailSafe, etc.)
- Maintain employee training profiles within KPA Safety Management Software
- Assist with internal audits and ongoing compliance reviews
- Track compliance metrics and support reporting and trend analysis
- Support incident documentation and assist with corrective action plans under Safety leadership guidance
- Manage contractor pre-qualification and safety platforms (ISNetworld, Avetta, MSDS Online)
- Monitor background checks and drug screens and update 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 administrative support via phone, email, and internal communication
- Handle confidential and sensitive information with discretion and professionalism
Benefits
- Hourly pay range: $25.00 – $34.00 per hour, based on experience
- An employee-centric, safety-driven work environment
- Medical, Dental, Vision, Life, LTD, and EAP benefits
- Paid Vacation, Sick & Safe Leave
- 401(k) with company match
- Opportunities for professional growth and development
- A collaborative team that values accuracy, accountability, and integrity
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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
