Safety & Facilities Administrative Assistant

LNK International, Inc.•Town of Smithtown, NY

5d•$18 - $26•Onsite

About The Position

LNK International, Inc. is a manufacturer of solid and liquid dose over-the-counter pharmaceuticals. The Safety & Facilities Administrative Assistant supports the maintenance, development, implementation, and enforcement of the company’s safety and environmental plans. The role collaborates across departments and locations and requires clear communication with employees at all levels. The position provides administrative and documentation support to the Safety, Facilities, and Sanitation functions. Duties include maintaining records and logs, preparing reports and audit documentation, tracking corrective actions and work orders, coordinating vendor services, and supporting inspections, training, and onboarding. The position is onsite and works in warehouse, production, and office areas. It reports to the Facilities or Safety Manager for assigned duties.

Requirements

High school diploma or equivalent.
Administrative or office experience.
Strong computer skills, including Excel, Word, and Outlook.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Strong written and verbal communication skills in English.
This position works in warehouse, production, and office areas.
The position is onsite; remote work is not available.

Nice To Haves

Safety, compliance, or manufacturing experience.
Verbal Spanish skills.
Understanding of cGMP, FDA, and OSHA regulations.

Responsibilities

Maintain and update safety records, training logs, inspection reports, and compliance databases.
Help prepare monthly safety reports, safety meeting minutes, and training materials.
Track and follow up on safety corrective actions, vendor certifications, and permit renewals.
Organize and document fire drills, equipment inspections, and safety audits.
Support communication with departments, vendors, and regulatory agencies as needed.
Assist with card access requests and maintain access records.
Assist with new employee orientation, including safety training and onboarding documentation.
Review invoices for accuracy, obtain approval signatures, and make copies for record-keeping.
Assist with building walk-throughs and safety inspections, and provide documentation and departmental support during audits.
Maintain and update Facilities logbooks, binders, checklists, and SOP documentation across buildings.
Track Facilities work orders, service tickets, project status, and open projects with service providers.
Prepare and file Facilities paperwork, including repair requests, preventive maintenance logs, and inspection forms.
Coordinate vendor service visits, request quotes, follow up on work orders, and track completion.
Update spreadsheets for HVAC service, plumbing, electrical repairs, and contractor schedules.
Maintain digital and hard-copy records for building inspections, utility and shutdown logs, and equipment service reports.
Update restroom checklists and sanitation logs, review and file weekly restroom checklists, and maintain sanitation schedules, cleaning records, and inspection documentation.
Maintain vendor insurance certificate logs and notify management when renewals are required.
Maintain organized records for HVAC, plumbing, electrical, safety systems, and general maintenance.
Support communication among Facilities, Sanitation, Safety, Purchasing, and vendors.
Assist with purchase requisitions and purchase orders (QAU), and follow up with Purchasing on pending approvals or outstanding orders.
Help maintain preventive maintenance schedules, repair requests, and outstanding work orders.
Track vendor quotes, service reports, invoices, and repair scheduling.
Track open CAPAs, change controls, and other department documentation requiring follow-up.
Coordinate with Maintenance, Sanitation, Purchasing, and outside vendors on outstanding items.
Maintain confidentiality, reliability, punctuality, follow-through, an organized workspace, and the security of controlled documents.
Support both departments with urgent requests and perform other related duties as assigned by the Facilities or Safety Manager.