Administrative Intake Coordinator

Administrative Intake Coordinator

This role directly supports client's compliance with regulatory requirements related to safety assurance, hazard management, and frontline worker involvement. The Administrative Intake Coordinator, reporting to the SRM Deputy Director, will also ensure the reporting employees (when self-identified) receive updates, a key component that demonstrates the client's commitment to their safety. It also adds transparency, incorporates worker feedback into safety improvements, and builds a strong culture of trust.

The Administrative Intake Coordinator will perform the following duties:

• Review of Safety Hotline messages
• Record Safety Hotline reports in the hazard database (Origami) ensuring accurate classification and entry
• Conduct initial risk assessments to determine hazard severity, likelihood, and appropriate routing
• Escalate high-risk issues or urgent reports to Safety leadership, Operations Control Center, or responsible departments
• Confirm status of Safety Hotline reports, including:
• Review Maintenance Work Orders in Trapeze
• Check updates through the Origami API connection
• Follow-up on open Safety Hotline reports to ensure timely action by involved departments
• Respond to reporting employees (when self-identified) to acknowledge receipt and provide updates
• Track and document each report throughout its lifecycle, including safety assurance activities, to ensure regulatory compliance
• Process Safety Hotline reports in accordance with the Safety Hotline Standard Operating Procedure and related Work Instructions
• Reduce the hazard backlog, including reconciliation of reports from previous years

• Strong organizational skills

• Proficient in Share Point, Microsoft Office, Excel, and Power Point

• Excellent communication and interpersonal skills

• Proficiency in office software and equipment

• Problem-solving and customer service experience

• Attention to detail, accurate work product and professional demeanor

• A bachelor's degree

• One to three years of administrative and/or customer service experience

• An associates degree or high school diploma or GED with equivalent experience may be substitute for a bachelor's degree

• Experience working with regulatory agencies is preferred but not required