Safety Department Coordinator

Position Title

Safety Department Administrator

Provides administrative and operational support to the Safety Department by managing personnel systems, staffing data, scheduling visibility, and departmental coordination. This role supports departmental leadership by ensuring accuracy, consistency, and alignment across safety teams, projects, and strategic initiatives while enhancing operational efficiency and decision-making.

• Support system setup and alignment for safety personnel within department‑managed tools and processes
• Coordinate with HR and IT to ensure required system access and configurations are in place for safety team members
• Support administrative setup for safety personnel and update systems as staffing changes occur, including:
  • Timesheet approval routing
  • Travel system setup
  • Expense reporting workflows
• Maintain accurate personnel records and update changes in roles, assignments, and reporting structures
• Manage and update:
  • Distribution lists and email groups (departmental)
  • PMWeb project assignments to ensure alignment with current staffing as changes occur
  • System access including Power BI and ChatGPT (managers and above)
  • Office access control permissions and coordinate with Facilities/IT to ensure proper building access for safety personnel
  • Verify and maintain accurate contact information within the company Global Directory
• Maintain the Safety Department staffing chart, including project assignments and personnel changes
• Ensure approvals, reporting lines, and system configurations remain accurate and up to date

• Maintain and update:
  • Safety Department PTO Calendar
  • Home Weekend / Rotation Calendar
  • Track team PTO balances to ensure accuracy and visibility
• Schedule appointments and maintain calendars for department leadership
• Coordinate travel, business itineraries, and logistics for department leadership
• Review home weekend flight bookings to ensure alignment with company travel policy
• Ensure schedules and travel plans are accurate and current
• Prioritize and manage incoming requests to the Vice President and Safety leadership, ensuring alignment with departmental priorities
• Manage communication flow by coordinating and routing requests, issues, and information to appropriate team members to ensure clarity, responsiveness, and alignment with leadership priorities
• Prepare briefing materials and summaries in advance of key meetings, including relevant data, updates, and action items
• Draft and prepare communications, correspondence, and reports for internal and external distribution
• Assist in compiling and validating data for recurring executive reports, dashboards, and leadership reviews
• Proactively review upcoming meetings to ensure readiness, including materials, attendees, and required information

• Track and flag excessive overtime for projects and team members in alignment with company fatigue management policies
• Communicate identified concerns to applicable safety leaders whose projects or personnel fall under fatigue management thresholds
• Collect and maintain monthly labor partner hours for reporting and analysis
• Track and maintain nationwide project holiday schedules to provide visibility into project activity, including which teams are working, shut down, or transitioning during holiday periods
• Monitor and communicate changes in project activity and personnel movement (coming and going) to support leadership awareness and planning, and update systems accordingly

• Assist with planning and coordination of the annual Safety Summit, including scheduling, logistics, and attendee tracking
• Track and support company participation in:
  • National Safety Stand‑Down Week
  • OSHA Safe + Sound Week
  • Other corporate or regulatory safety emphasis programs
• Assist with coordination, communication, and tracking of participation across regions and teams; coordinate with the Director of Travel to ensure participants are properly scheduled and travel is booked in alignment with company policies
• Support the Joe Gray Award process,…