Administrative Specialist​/Safety Affair

Administrative Specialist/Safety Affair

Job Description The Administrative Specialist / Safety Affairs Specialist supports site operations with a primary focus on safety affairs in a manufacturing, project, or field work environment. Approximately 70% of the role is dedicated to safety-related support, including routine site patrols, safety compliance checks, documentation, reporting, and follow-up coordination. Approximately 30% of the role supports general administrative and office operations.

This role works closely with engineers, field teams, site leadership, and administrative staff to help ensure that work is performed in accordance with company safety rules, customer site requirements, and applicable procedures. The position requires communication skills, attention to detail, and the ability to follow up on open items in a fast-paced operational environment.

Job Responsibilities Safety Affairs / Site Safety Support Conduct regular safety patrols and walkthroughs throughout the assigned worksite, production areas, project areas, and related operational locations.

Observe whether engineers, technicians, and project personnel are following required safety rules, including PPE usage, equipment operation practices, and site-specific work procedures.

Identify unsafe behaviors, unsafe conditions, or other safety-related issues during patrols.

Communicate safety observations to the appropriate team members or supervisors and support timely corrective actions.

Document patrol findings, safety observations, incident/near-miss information, daily checklists, and follow-up status in designated trackers, spreadsheets, or reporting formats.

Help coordinate and track completion of safety training, required acknowledgments, inspection records, and related compliance documentation.

Support incident response administration by collecting initial information, organizing documents/photos, and assisting with follow-up communication as directed.

Coordinate with engineering and field teams to confirm that safety concerns found during patrols are resolved or escalated properly.

Maintain safety-related records such as daily patrol logs, inspection checklists, incident logs, corrective action lists, equipment check sheets, and other supporting documentation.

Assist with site access, visitor coordination, and safety-rule communication when needed.

Promote a proactive safety culture by consistently reminding personnel of safe work practices in a professional and respectful manner.

Administrative / General Affairs Support Provide general administrative support including scheduling, correspondence, document preparation, and office supply management.

Respond to and initiate inquiries regarding purchasing, personnel, facilities, and administrative policies; independently resolve routine problems and provide policy guidance when appropriate.

Arrange and coordinate staff travel and handle travel reimbursement processes.

Collect, compile, and maintain administrative records and documentation; perform basic web or library research as needed to support office operations.

Create periodic safety reports and perform basic statistical analysis to identify trends.

Maintain maintenance-related documents such as daily reports and equipment check sheets.

Assist in coordinating meetings, training sessions, or internal events, ensuring logistics are in place and materials are prepared.

Perform other administrative duties as needed to support the unit’s operational goals.

Employees may be required to work beyond standard hours.

Qualifications An Associate's degree in office administration or a related field may be preferred.
0-2 years of experience for entry-level positions.

Must have strong working knowledge and hands-on experience with Microsoft Office Suite, including Word, PowerPoint, and Excel.

Experience using business email services, such as Microsoft Outlook.

Previous experience with, or an ability to learn to use standard office equipment, such as modern phone systems, fax machines, and copy machines.

Comfort multitasking and handling multiple requests from different individuals and departments.

Ability to work quickly and in a potentially high-stress environment.

Strong communication skills and extremely self-motivated when managing communication channels.

Highly organized and capable of creating organizational systems that others easily utilize.

Required Competencies Analytical thinker/problem solver/decision maker.

Strong time management and resource management.

Organized…