Regional Safety Administrator​/Administrative Assistant

Job Summary

The Regional Safety Administrator provides administrative, documentation, case-tracking, and compliance support to the Regional Safety Department. This position is responsible for maintaining accurate safety records, opening and tracking reported safety cases, collecting and filing required project submissions, following up on missing or incomplete documentation, and supporting regional reporting and audit readiness. The Regional Safety Administrator works closely with Safety professionals, project leadership, Human Resources, and other support departments to ensure required information is received, accurately documented, tracked through completion, and properly retained.

This position requires strong organizational skills, attention to detail, confidentiality, and consistent follow-up while managing multiple projects and priorities.

• Open and maintain administrative case files for first-aid cases, personal medical events, near misses, good catches, recordable incidents, property damage, and other reported events.
• Enter new cases into the regional case-management tracker and maintain accurate and current case status information.
• Track required statements, photographs, medical documentation, follow-up dates, corrective actions, and closure requirements.
• Obtain missing case information from responsible Safety professionals and project personnel.
• Maintain daily, weekly, and monthly safety submission trackers for assigned projects.
• Receive, review, organize, and file required project safety documentation.
• Follow up on missing, incomplete, late, or incorrectly submitted records.
• Track corrective actions through completion and elevate overdue items to Safety management.
• Scan and file completed forms within the appropriate employee, training, project, or case record.
• Maintain organized, accurate, and audit-ready electronic safety files.
• Verify that documents contain required names, dates, signatures, approvals, and supporting information.
• Maintain employee training records and assist with updating training matrices.
• Prepare weekly and monthly compliance reports for regional Safety leadership.
• Schedule case reviews, After-Action Reviews, and department meetings as directed.
• Prepare meeting agendas, notes, attendance records, and action-item trackers.
• Draft routine follow-up communications and documentation requests.
• Maintain and track required safety documentation, including daily safety summaries, Pre-Task Plans, Stretch-and-Flex records, equipment inspections, GFCI inspection and testing records, confined-space permits, toolbox talks, safety meeting records, PPE inventory matrices, employee training matrices, fleet vehicle matrices, warehouse and fire-extinguisher inspections, orientation and training documentation, incident and near-miss documentation, and corrective-action records.
• Request missing documentation and return administratively incomplete submissions for correction.
• Issue routine reminders and elevate overdue documentation or requirements to Safety management.
• Protect confidential employee, medical, incident, and organizational information.
• Perform additional administrative duties as assigned by Safety management.

• Minimum of two years of administrative, document-control, compliance, construction, safety-support, or related experience preferred.
• High school diploma or equivalent required.
• Proficiency with Microsoft Excel, Word, Outlook, and Teams.
• Strong organizational, written communication, data-entry, and follow-up skills.
• Ability to manage multiple deadlines and priorities across several projects.
• High level of accuracy and attention to detail.
• Ability to handle confidential information professionally and appropriately.
• Ability to identify missing or incomplete documentation and clearly communicate required corrections.
• Ability to maintain organized records and documentation in an audit-ready condition.
• Previous experience supporting a construction or occupational safety department preferred.
• Familiarity with OSHA construction terminology and incident-reporting processes preferred.
• Experience maintaining incident trackers, corrective-action logs, training…