Administrator-Safety

Job Summary:

The Administrator-Safety reports to the Director-Safety and provides administrative support to the Safety Department by maintaining records, coordinating documentation, preparing reports and correspondence and supporting departmental processes and initiatives. This position works across multiple systems and supports Safety Leadership and Regional Safety Managers with documentation, expense tracking, meeting materials, audits, regulatory requests and other departmental activities. Success in this position requires strong organizational skills, attention to detail, effective communication and the ability to manage multiple priorities while maintaining accurate and confidential information.

• Provide administrative support to Safety Leadership and Regional Safety Managers by coordinating safety-related documentation, records, and departmental communications.
• Prepare, distribute, and maintain recurring safety reports, spreadsheets, scorecards, and other departmental reporting tools.
• Maintain and organize safety, claims, compliance, training, and operational records across multiple systems and platforms.
• Assist with the collection and compilation of accident, injury, workers' compensation, training, hazmat, spill, and other safety-related information for management review.
• Enter, update, validate, and organize data from multiple sources to support reporting requirements, audits, and departmental initiatives.
• Conduct routine administrative reviews of reports and records to identify missing information, documentation discrepancies, and follow-up needs.
• Prepare meeting materials, service center summaries, presentation content, and other departmental communications for Safety Leadership and field personnel.
• Support accident, injury, claims, and compliance review processes through documentation management, file preparation, and information gathering.
• Maintain departmental reporting tools, tracking logs, databases, and document repositories to ensure information remains accurate and accessible.
• Assist with departmental administrative functions including invoice coding, expense tracking, purchase requests, vendor documentation, and maintenance of departmental records.
• Assist with administrative aspects of safety programs, audits, regulatory requests, technology implementations, and special projects.
• Serve as a departmental resource for retrieving safety records, reports, training documentation, and compliance-related information.
• Regular attendance is required.
• This is not an all-inclusive list of job requirements and/or duties and may not contain all mental and physical capabilities necessary to perform the job at all times due to circumstances. Operational, safety and other needs may require the employee to perform any and all other duties as assigned. Employees are expected, and must be able to perform all such duties and tasks.

Qualifications:

• High School Diploma or General Education Degree (GED), or any combination of education and experience which would provide an equivalent background.
• 1 or more years of relevant work experience in office administration or similar field required. 2 or more years preferred
• 1 year experience in LTL or transportation preferred.
• Strong working proficiency in Microsoft 365 tools (Excel, Word and PowerPoint) required; experience with Power BI or similar data analytics tools preferred
• Ability to gather and interpret relevant data and information and form logical conclusions required
• Strong attention to detail, ability to understand up/downstream data flow, analytical skills and problem-solving abilities required
• Highly organized with the ability to multi-task and prioritize effectively while demonstrating a sense of urgency required
• Strong verbal, written and listening communication skills required
• Ability to handle highly confidential information with the utmost discretion required
• Must be able to comply with all company policies, rules, procedures and Code of Conduct
• Must be able to interact well with others
• Must be able to work independently, or in a team setting
• Must be capable of working under tight time constraints in a high volume environment with multiple priorities
• Responds well to questions; Ability to read, interpret and comply with written information and documents such as safety rules, operations / procedure manuals and maintenance instructions with a high comprehension and concentration level to include the ability to meet deadlines
• Must pass a pre-employment drug screen, random drug and/or alcohol tests, and will be subject to a criminal history background check
• Must be authorized to work in the United States

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. The employee is frequently required to sit and use hands to finger, handle, or feel or operate computers and other standard office equipment. The employee is occasionally required to stand, walk, lift, twist, turn and reach with hands and arms. The employee must be capable of lifting a minimum of 20 lbs., or more if required by the essential functions of the job.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment ranges from quiet to loud as required by the essential functions of the job.