Safety Division Administrator

Dynamic Group•Baton Rouge, LA

About The Position

Dynamic Group is seeking an organized, tech-savvy administrator to support its growing safety division as it expands into data center and large industrial work. The role keeps division operations running smoothly by managing calendars for the Director of HSE and two Senior Safety Associates, maintaining written safety programs and training materials, coordinating training and travel, and handling day-to-day logistics so safety professionals can focus on field work. Safety experience is a plus but is not required; industry training will be provided. The administrator coordinates schedules and training across multiple active projects; drafts, formats, updates, and controls safety documentation; manages supplies and vendor records; tracks training records and certifications; compiles information for safety reports and dashboards; and provides general administrative and first-contact support. The role requires clear professional writing, strong organization, proficiency with Microsoft Office and Google Workspace, and demonstrated use of AI assistants such as Claude or ChatGPT. Occasional jobsite visits may be required, with PPE provided.

Requirements

At least 2 years of administrative, office coordination, or executive assistant experience.
Strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook, and Google Docs, Sheets, and Drive.
Demonstrated use of AI assistants such as Claude, ChatGPT, Copilot, or similar for drafting, editing, and organizing work; be prepared to demonstrate how they are used.
Clear, professional writing and the ability to turn rough notes into clean, formatted documents.
Strong organizational skills and ability to manage multiple calendars, deadlines, and priorities without losing details.
Comfort working around construction and industrial professionals; occasional jobsite visits may be required, with PPE provided.
Valid driver’s license.

Nice To Haves

Experience in construction, industrial, marine, or another safety-regulated industry.
Familiarity with OSHA standards, safety training programs, or safety management software.
OSHA 10 or OSHA 30 card, or willingness to earn one with training provided.
Experience with Adobe Acrobat, Canva, or similar tools for formatting documents and training materials.
Bilingual English/Spanish.

Responsibilities

Manage daily calendars for the Director of HSE and two Senior Safety Associates, coordinating site visits, inspections, client meetings, training sessions, and internal meetings across active projects.
Schedule safety training classes, including OSHA 10/30, equipment certifications, and site-specific orientations, and track completion.
Book travel, lodging, and per diem for the safety team and visiting trainers.
Draft, format, and update Standard Operating Procedures, written safety programs, and inspection checklists to company brand standards.
Create training guides, toolbox talk packets, quick-reference cards, and presentation decks from materials supplied by the safety team.
Maintain document version control and the document library so field teams can access current revisions.
Use AI tools such as Claude, ChatGPT, or similar to draft, edit, summarize, and reformat documents.
Order and track safety supplies, PPE, training materials, and office supplies; maintain inventory and vendor records.
Coordinate branded PPE orders and vendor lead times.
Track training records, certifications, and expiration dates, and flag renewals before they lapse.
Compile data for monthly safety reports and dashboards, including incident counts, observation submissions, and training hours.
Prepare meeting agendas, take notes, and follow up on action items.
Serve as the safety division’s first point of contact by phone, email, and in person.
Perform other administrative duties as assigned.