Administrative Assistant

The Ruhlin Company; Wadsworth (OH); On-site; USD 40,000 - 52,000; Full time

Job summary

The Ruhlin Company seeks an Administrative Assistant in the Safety Department, based at the Sharon Center office and reporting to the Director of Safety. The role focuses on providing administrative and operational support to sustain safety, health, and compliance programs.

Responsibilities include coordinating meetings, managing communications, maintaining records, and administering document systems such as SharePoint and Teams.

Qualifications

• 1–3 years of administrative experience.
• High school diploma or GED required.
• Proficiency with Microsoft 365 and ability to learn new software.

Responsibilities

• Coordinate meals for meetings and training sessions.
• Manage mail, packages and deliveries for the safety department.
• Prepare and proof documents, scan, file, and maintain supplies.
• Enter and maintain data in HCSS and other systems.
• Schedule safety meetings, site visits, inspections, and trainings; manage calendars.

Skills

Administrative experience

Time management

Communication skills

Microsoft 365

Team player

Education

High school diploma or GED

Tools

SharePoint

Teams

HCSS

Job description

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, 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.

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.

Essential Skills And 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.
• Proficient with Microsoft 365; willing and able to learn new software.
• Team focused mindset to build strong working relationships.
• Commitment to Company values.

Direct Reports

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