Department Administrator, Safety

The Department Administrator, Safety is responsible for executing a variety of essential administrative and operational duties to support daily department functions and team goals. This role requires flexibility, strong organizational skills, and a proactive approach to handling general administrative tasks, coordinating team schedules, maintaining documentation, and assisting with special projects across departments as needed. Familiarity with industry safety standards and OSHA/regulatory compliance is preferred.

Must be able to work on-site in our Pasadena office Monday – Friday.

• Meeting & Event Coordination: Schedule and coordinate meetings and other events, assemble meeting materials, send invites, set agendas, order catering when needed, take meeting notes, and follow up on general action items. Coordinate travel plans.
• Document Preparation: Assist in drafting, formatting, and proofreading general correspondence, reports and presentations from drafts or notes.
• Departmental Support: Provide inter‑departmental administrative support on special projects, committees, and company events or celebrations.
• Task Management: Proactively identify daily administrative needs, prioritize tasks, and resolve routine operational questions or direct them to the appropriate team members.
• Purchasing: Order and purchase office supplies, PPE, event items and other products as needed.
• Communication & Detail: Strong written and verbal communication skills with a focus on accuracy, document formatting, and data organization.
• Organization & Multitasking: Well-organized with the proven ability to prioritize tasks and support multiple projects or team members simultaneously.
• Technical
  
  Skills:
  
  Proficient in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Google Calendar, Google Docs). Familiarity with Adobe Acrobat or PDF editing software. Experience with Avetta, ISNetworld, Hotwire, etc.
• Work Ethic &
  
  Collaboration:
  
  Reliable attendance, strong team-player mindset, and the ability to work effectively in a fast-paced environment.
• Familiarity with industry safety standards and OSHA/regulatory compliance is preferred.

• High school diploma required;
  Associate or Bachelor’s degree preferred (or equivalent work experience).
• 2+ years of general administrative or office coordination experience, preferably in a construction, engineering, or contracting environment.
• Proactivity / Initiative:Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.
• Perseverance:Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight:The ability to gather and make sense of information that suggests new possibilities.
• Engagement:Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork:The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture:Understands and contributes to organizations’ short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication:Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility.
• Technical Curiosity / Willingness to Learn:Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver:Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

Monday…