Safety & Facilities Administrative Assistant

LNK International•Hauppauge, NY

5d•Onsite

About The Position

LNK International, Inc., a manufacturer of over-the-counter pharmaceuticals, is hiring a Safety & Facilities Administrative Assistant to support its Safety, Facilities, and Sanitation departments. The role helps maintain, develop, implement, and enforce safety and environmental plans, while coordinating documentation and follow-up across departments, company locations, vendors, and regulatory agencies. Clear communication with employees at all levels is important. Safety duties include maintaining safety records and databases; preparing reports, meeting minutes, and training materials; tracking corrective actions, vendor certifications, and permit renewals; documenting drills, inspections, and audits; supporting access records and new employee safety onboarding; reviewing invoices; and assisting with building walk-throughs and audits. Facilities and Sanitation duties include maintaining logbooks, checklists, SOPs, project trackers, work orders, maintenance schedules, and inspection records; coordinating vendor visits, quotes, repairs, and service documentation; maintaining records for building systems and utilities; supporting sanitation logs and checklists; tracking vendor insurance renewals, purchase requests, CAPAs, and change controls; and coordinating follow-up among Facilities, Sanitation, Safety, Maintenance, Purchasing, and vendors. The position requires confidentiality, reliability, punctuality, follow-through, an organized workspace, and support for urgent requests. Other related duties may be assigned by the Facilities or Safety Manager. The role is onsite and works in warehouse, production, and office areas.

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.

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.
Assist with 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 communications with departments, vendors, and regulatory agencies.
Assist with card access requests and maintain access records.
Assist with new employee orientation, safety training, and onboarding documentation.
Review invoices for accuracy, obtain approval signatures, and make copies for records.
Assist with building walk-throughs, safety inspections, and safety audits.
Maintain Facilities logbooks, binders, checklists, and SOP documentation across buildings.
Track Facilities work orders, service tickets, project statuses, and open projects with service providers.
Prepare and file Facilities paperwork, including repair requests, preventive maintenance logs, and inspection forms.
Coordinate vendor service visits, quotes, open work orders, and completion tracking.
Maintain spreadsheets and records for HVAC, plumbing, electrical repairs, contractor schedules, building inspections, utilities, shutdowns, and equipment services.
Support Sanitation by maintaining restroom checklists, sanitation logs, cleaning records, inspection checklists, and audit documentation.
Review and file weekly restroom checklists for all buildings.
Maintain vendor insurance certificate logs and notify management when renewals are required.
Maintain organized filing systems for building systems, safety systems, and general maintenance records.
Support communication between Facilities, Sanitation, Safety, Purchasing, and vendors.
Assist with purchase requisitions and purchase orders, and follow up with Purchasing on approvals and outstanding orders.
Maintain preventive maintenance schedules and repair requests, and follow up on 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 outstanding items with Maintenance, Sanitation, Purchasing, and outside vendors.
Maintain confidentiality, reliability, punctuality, follow-through, and an organized workspace; protect controlled documents and support urgent departmental requests.
Perform other related duties as assigned by the Facilities or Safety Manager.