EHS Administrative Specialist – Safety & Compliance

FAMIS Inc.; Middleburg Heights (OH); On-site; USD 40,000 - 60,000; Full time

Job summary

PSE Group is seeking an Administrative Assistant-Safety to provide day-to-day admin support for the Environmental Health and Safety department. Reporting to the EHS Manager, you will maintain records, track systems, coordinate training, and prepare routine reports to support safety, fleet, claims and compliance programs.

Strong organizational skills, attention to detail, clear communication, and dependable follow-through are essential in this fast-paced role that helps keep documentation

Qualifications

• Education or training in office administration, business support, safety administration, or a related field preferred.
• 2–4 years of administrative, clerical, records management, or department support experience; experience supporting safety, compliance, distribution, or fleet operations preferred.
• Familiarity with OSHA, DOT, hazardous materials documentation, or general EHS terminology preferred, with willingness to learn established department procedures.
• Exceptional attention to detail and ability to follow consistent processes.
• Strong written and verbal communication skills.
• Ability to complete routine administrative tasks independently within established procedures and seek guidance when needed.
• Strong organizational and time-management abilities, including the ability to prioritize multiple projects, meet deadlines, and maintain accuracy in a fast-moving environment.

Responsibilities

• Maintain workers’ compensation reports and claim files, check documentation for completeness, and follow up with HR and insurance partners on missing information and status updates.
• Submit company auto claim information as directed, maintain claim records, and track vehicle and facility repair updates, supporting documents, and post-incident action items.
• Collect and organize incident documentation, schedule follow-up discussions, and update corrective action logs to support investigations led by the EHS Manager.
• Gather data, maintain deadline reminders, and prepare recurring federal, state, and local regulatory submission materials for EHS Manager review, including OSHA, EPA, DOT, NFPA, and Tier II documentation.
• Maintain the company Safety Data Sheet (SDS) system by uploading updated documents, organizing records, and assisting locations with access.
• Maintain CMV driver qualification (DQ) files, track document expiration dates, compile hours-of-service records, and flag missing or overdue items for review.
• Enter, update, and organize product hazard and regulatory information related to DOT, OSHA, NFPA, and EPA programs using established procedures; refer discrepancies to the EHS Manager.
• Schedule hazardous waste pickups, collect and file related documentation, and coordinate handling and labeling questions with the EHS Manager under established VSQG/SQG procedures.
• Update emergency response contact lists and distribute approved emergency response information to company locations.
• Respond to customer requests by locating and providing approved product hazard information and regulatory documentation; refer technical questions to the EHS Manager.
• Assist with formatting, updating, filing, and distribution of Standard Operating Procedures using revisions approved by the EHS Manager.
• Coordinate routine safety-related information requests and documentation with Operations, HR, drivers, warehouse staff, and company leadership.
• Prepare records and checklists for EHS audits and hazard identification walkthroughs, assist with scheduling, and track assigned corrective actions.
• Coordinate recurring safety meetings, prepare materials, record meeting notes, and follow up on assigned action items.
• Track receipt of required store checklists and policy documentation; report missing items and concerns to the EHS Manager.
• Identify opportunities to improve filing, data entry, tracking, and administrative workflows and share recommendations to the EHS Manager.
• Provide administrative support for companywide special projects, including acquisition activities, by organizing records, coordinating information requests, and tracking assigned tasks.

Skills

Attention to detail

Organizational skills

Time-management

Written and verbal communication

Education

Office administration training

Tools

Microsoft Excel

Job description

PSE Group is seeking an Administrative Assistant-Safety to provide day-to-day admin support for the Environmental Health and Safety department. Reporting to the EHS Manager, you will maintain records, track systems, coordinate training, and prepare routine reports to support safety, fleet, claims and compliance programs.

Strong organizational skills, attention to detail, clear communication, and dependable follow-through are essential in this fast-paced role that helps keep documentation