Safety Admin

S & D Contractor Pte. Ltd.; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

S & D Contractor Pte. Ltd. is seeking a Safety Administration & Documentation professional in Singapore to provide day-to-day admin support to the Safety/EHS team and ensure accurate safety records and SDS management.

The role covers filing, audits, incident coordination, training coordination, system administration for EPTW, Novade, Hubble, and digitalisation of safety documents, with a focus on accuracy, confidentiality, and continuous improvement.

Responsibilities

• Provide day-to-day administrative support to the Safety/EHS team.
• Maintain accurate and up-to-date safety records, reports, permits, certifications, incident reports, and SDS.
• Ensure proper filing, storage, and retrieval of safety-related documents, both physical and digital.
• Compile and prepare documentation for audits, inspections, regulatory submissions, and compliance reporting.
• Prepare meeting agendas, record meeting minutes, and distribute meeting notes.
• Maintain confidentiality of sensitive safety, employee, and incident-related information.
• Assist in incident investigation processes by coordinating documentation and follow-up actions.
• Prepare safety communications, newsletters, alerts, and bulletin board updates.
• Coordinate and schedule safety meetings, trainings, campaigns, and events.
• Conduct safety orientation programs for new employees.
• Track employee certifications and competencies (WSH, First Aid, Fire Safety, etc.).
• Monitor facility, equipment, and statutory licences and certifications for timely renewals.
• Develop and maintain user guides, training materials, and SOPs related to safety systems.
• Administer safety-related digital platforms (EPTW, Novade, Hubble, etc.).
• Provide end-to-end user support, onboarding, troubleshooting, and account management.
• Monitor system utilization and user engagement, addressing recurring issues.
• Act as the primary internal contact for safety system functionality and support.
• Liaise with external vendors and technical teams to resolve issues and test features.
• Track system performance indicators and generate periodic reports for management.
• Lead the digitalisation of safety documents, forms, records, and reports.
• Ensure digitized records are accurate and compliant.
• Identify opportunities to improve administrative processes and system efficiency.
• Provide recommendations for enhancing safety management workflows.
• Support continuous improvement initiatives within Safety/EHS.

Tools

Novade

Hubble

EPTW

Job description

Safety Administration & Documentation

• Provide day-to-day administrative support to theSafety/EHS team.
• Maintain accurate and up-to-date safety records,reports, permits, certifications, incident reports, and Safety Data Sheets(SDS).
• Ensure proper filing, storage, and retrieval ofsafety-related documents, both physical and digital.
• Compile and prepare documentation for audits,inspections, regulatory submissions, and compliance reporting.
• Prepare meeting agendas, record meeting minutes,and distribute meeting notes.
• Maintain confidentiality of sensitive safety,employee, and incident-related information.
• Assist in incident investigation processes bycoordinating documentation and follow-up actions.
• Prepare safety communications, newsletters,alerts, and bulletin board updates.

Training & Certification Management

• Coordinate and schedule safety meetings,training sessions, safety campaigns, and safety events.
• Conduct safety orientation programs for newemployees.
• Track employee certifications and competencies,including WSH, First Aid, Fire Safety, and other mandatory qualifications.
• Monitor facility, equipment, and statutorylicences and certifications to ensure timely renewals.
• Develop and maintain user guides, trainingmaterials, and standard operating procedures related to safety systems.

Safety Systems Administration

• Administer safety-related digital platforms,including but not limited to Electronic Permit-to-Work (EPTW), Novade, Hubble,and other safety management systems.
• Provide end-to-end user support, onboarding,troubleshooting, and account management for system users.
• Monitor system utilization and user engagement,identifying and addressing recurring issues.
• Act as the primary internal point of contact forsafety system functionality and support.
• Liaise with external vendors and technical teamsto resolve issues, implement enhancements, and test new features.
• Track system performance indicators and generateperiodic reports for management review.

Digitalisation & Continuous Improvement

• Lead the digitalisation of safety documents,forms, records, and reports.
• Ensure accuracy, completeness, and compliance ofdigitized records.
• Identify opportunities to improve administrativeprocesses and system efficiency.
• Provide recommendations for enhancing safetymanagement systems and workflows.
• Support continuous improvement initiativeswithin the Safety/EHS Department.

General Administration

• Handle incoming and outgoing communications,including emails, telephone calls, and correspondence.
• Prepare reports, presentations, and departmentalsummaries as required.
• Support departmental projects and specialassignments.
• Perform any other duties assigned by managementto support departmental and organizational objectives.