Administrative Assistant

The Ruhlin Company; Ohio; Hybrid; USD 32,000 - 42,000; Full time

Job summary

The Ruhlin Company seeks an Administrative Assistant to join the Safety Department at our Sharon Center office. You will provide administrative and operational support to ensure safety programs run smoothly.

Key duties include calendar management, document preparation, data entry in HCSS and other systems, and coordinating meetings, inspections, training, and incident reports. A proactive, detail-oriented communicator with 1–3 years of experience fits well.

Qualifications

• High school diploma or GED required.
• 1-3 years of administrative experience.
• Good time management and organization skills; detail oriented.
• Effective verbal and written communication skills.
• High energy level with a proactive, result-driven approach.
• Proficient withMicrosoft365; willing and able to learn new software.
• Team-focused mindset to build strong working relationships.
• Commitment to Company values.

Responsibilities

• Coordinate meal orders for meetings and training sessions.
• Receive, sort, and distribute safety department mail, packages, and deliveries in a timely manner.
• Provide general administrative support, including preparing and proofreading documents, scanning, laminating, data entry, filing, and maintaining department supplies.
• Enter and maintain data in HCSS and other company software systems.
• Perform additional duties assigned by the Safety Director.
• Provide administrative support to the Safety Department, including managing daily communications, prioritizing tasks, and coordinating department activities.
• Schedule and coordinate safety meetings, site visits, inspections, audits, and training sessions, including calendar management and meeting logistics.
• Prepare meeting agendas, record meeting minutes, and track action items to completion.
• Maintain and organize safety records, including policies, procedures, SOPs, forms, permits, and correspondence, ensuring document accuracy, version control, and record retention.
• Administer document management systems (SharePoint, Teams, HCSS, and network drives) to ensure consistent organization and accessibility.
• Track employee safety training, certifications, and required refresher courses by maintaining training records and issuing renewal reminders.
• Support incident and near-miss reporting by entering reports, routing documentation to appropriate employees, and monitoring corrective and preventive actions (CAPA) through completion.
• Assist with workers’ compensation and claims administration by maintaining documentation, organizing claim files, and coordinating related communications.
• Compile and prepare reports weekly and monthly safety reports, including metrics, inspection results, audit findings, and training completion data using Excel, HCSS, and other reporting tools.
• Coordinate the ordering and inventory of PPE and safety supplies and assist with vendor documentation and invoice processing.

Skills

Time management

Organization skills

Verbal and written communication

Proactive

Microsoft 365

Team focused mindset

Detail oriented

Commitment to company values

Education

High school diploma or GED

Tools

SharePoint

Teams

HCSS

Job description

The Ruhlin Company

Administrative Assistant

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The Ruhlin Company seeks to hire a Administrative Assistant in our Safety Department. The role is based out of Ruhlin's Sharon Center office and will report to the Director of Safety.

Summary: Provide administrative and operational support to the Safety Department to ensure the efficient implementation and ongoing administration of safety, health, and compliance programs.

Responsibilities

Administrative

• Coordinate meal orders for meetings and training sessions.


• Receive, sort, and distribute safety department mail,packages,anddeliveries inatimely manner.


• Provide general administrative support, including preparing and proofreading documents, scanning, laminating, data entry, filing, and maintaining department supplies.


• Enter and maintain data in HCSS and other company software systems.


• Performadditionalduties assigned by the Safety Director.

Safety

• Provide administrative support to the Safety Department, including managing daily communications, prioritizing tasks, and coordinating department activities.


• Schedule and coordinate safety meetings, site visits, inspections, audits, and training sessions, including calendar management and meeting logistics.


• Prepare meeting agendas, record meeting minutes, and track action items to completion.


• Maintain and organize safety records, including policies, procedures, SOPs, forms, permits, and correspondence, ensuring document accuracy, version control, and record retention.


• Administer document management systems (SharePoint, Teams, HCSS, and network drives) to ensure consistent organization and accessibility.


• Track employee safety training, certifications, and required refresher courses by maintaining training records and issuing renewal reminders.


• Support incident and near-miss reporting by entering reports, routing documentation to appropriate employees, and monitoring corrective and preventive actions (CAPA) through completion.


• Assist with workers’ compensation and claims administration by maintaining documentation, organizing claim files, and coordinating related communications.


• Compile and prepare reports weekly and monthly safety reports, including metrics, inspection results, audit findings, and training completion data using Excel, HCSS, and other reporting tools.


• Coordinate the ordering and inventory of PPE and safety supplies and assist with vendor documentation and invoice processing.

EssentialSkillsand Experience:

• High school diploma or equivalent (GED) required.


• Minimum 1-3 years of administrative experience.


• Good time management and organization skills; detail oriented.


• Effective verbal and written communication skills.


• High energy level with a proactive, result-driven approach.


• ProficientwithMicrosoft365; willing and able to learn new software.


• Teamfocusedmindsettobuildstrongworking relationships.


• CommitmenttoCompany values.

DirectReports: None

About The Ruhlin Company
The Ruhlin Company was founded on a corporate philosophy of partnership. Since 1915, we have created cooperative relationships with our clients by listening closely to their needs and successfully translating their visions into reality. Client satisfaction is the bedrock of our reputation, earned through innovative construction technology, experienced leadership and an unswerving commitment to quality. Today Ruhlin enjoys a national reputation as a construction services leader.

The Ruhlin Company offers a comprehensive benefits package to eligible employees that includes Employee Stock Ownership Program (ESOP), 401k with Company match (immediately fully vested), Bonus, Medical, Dental, Vision, Life Insurance, Long Term Disability coverage, paid vacation, and sick days.

The Ruhlin Company is an Equal Opportunity Employer and participates in Ohio's Drug Free Safety Program

The Ruhlin Company is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, sex, age (age 40 or older), color, disability or handicap, veteran/military status, national origin, genetic information, sexual orientation or gender identity, or any other characteristic protected by applicable law.