Safety Administrative Assistant

VarcoMac LLC; Chantilly (VA); On-site; USD 31,684 - 38,572; Full time

Benefits offered by this job

Medical, dental, vision benefits

Paid vacation and holidays

401(k) retirement plan

Job summary

VarcoMac LLC in Chantilly, VA is seeking a Safety Administrative Assistant to deliver comprehensive admin support to the Safety Department. The role entails managing safety records, coordinating training, and supporting incident management while serving as the main point of contact for employees and the safety team.

The ideal candidate is highly organized, detail-oriented, and capable of handling multiple priorities in a dynamic environment.

Qualifications

• High school diploma or equivalent required; associate degree or coursework in business admin, safety, or related field preferred.
• 2+ years of admin support experience, ideally in safety, operations or compliance.
• Strong organizational skills with high attention to detail.
• Proficient in Microsoft Office and digital filing systems.
• Ability to handle confidential information professionally.

Responsibilities

• Provide general administrative support to the Safety Department.
• Schedule meetings, safety briefings, and training sessions.
• Prepare presentations, reports, and professional correspondence.
• Maintain organized filing systems (digital and physical).
• Support safety meetings by preparing agendas and taking minutes.
• Maintain safety records, logs, and databases; ensure documents are current and accessible.
• Track incident reports, near-misses, and corrective actions; follow up as needed.
• Coordinate employee safety training and onboarding, maintaining records.
• Monitor training and send reminders; confirm participation via sign-in or video completion.
• Distribute safety communications and department updates; act as liaison with employees.

Skills

Organization

Time management

MS Office

Confidentiality

Communication

Education

High school diploma or equivalent

Associate degree or coursework in business administration or safety

Job description

VarcoMac, a Legence company

VarcoMac (https://varcomac.com/) is a leading provider of electrical & power services in the Mid-Atlantic region. Our culture is open, collaborative, innovative and fun– all reflected in recognition of VarcoMac as a ‘#1 Best Place to Work’ on multiple occasions. We foster a work environment that encourages and rewards creative thinking. Our employees are passionate about their work and genuinely love what they do. With diverse areas of expertise, VarcoMac is the ideal place to build your career and develop skills in project management, entrepreneurship, leadership, and life.

Job Summary

The Safety Administrative Assistant provides comprehensive administrative and operational support to the Safety Department. This role plays a critical part in maintaining accurate safety records, coordinating training and meetings, tracking compliance activities, and supporting incident management processes. The ideal candidate is highly organized, detail‑oriented, and capable of managing multiple priorities while serving as a key point of contact between employees and the safety team.

Responsibilities

• Administrative & Department Support
• Provide general administrative support to the Safety Department
• Schedule meetings, safety briefings, and training sessions
• Prepare presentations, reports, and professional correspondence
• Maintain organized filing systems (digital and physical)
• Support safety meetings by preparing agendas and taking meeting minutes
• Safety Records, Compliance & Reporting
• Maintain and update safety records, logs, and databases
• Ensure compliance and regulatory documents are organized, current, and accessible
• Track incident reports, near-misses, and corrective action items
• Follow up on corrective actions to ensure timely completion
• Assist with the collection and organization of investigation data
• Support the completion and tracking of workers’ compensation claims
• Assist with reviewing and organizing vendor prequalification documentation
• Training & Communication Support
• Coordinate employee safety training sessions and onboarding orientations
• Maintain training records, certifications, and sign-in documentation
• Monitor required and expiring training and send reminders to employees and leaders
• Confirm employee participation through sign-in sheets or video completion for Pre‑Task Plans
• Act as a point of contact between employees and the safety team
• Distribute safety communications, policies, procedures, and departmental updates
• Metrics & Continuous Improvement
• Track and report key safety performance indicators (KPIs), including incident rates and training completion
• Assist the safety team with data organization and reporting to support continuous improvement initiatives

Qualifications

• Required Qualifications
• High school diploma or equivalent required; associate degree or coursework in business administration, safety, or a related field preferred
• 2+ years of administrative support experience, ideally in safety, operations, or a compliance‑focused environment
• Strong organizational and time management skills with a high attention to detail
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and digital filing systems
• Ability to handle confidential and sensitive information with professionalism
• Preferred Qualifications
• Experience working with safety records, training systems, or compliance documentation
• Familiarity with incident reporting, corrective actions, and workers’ compensation processes
• Strong written and verbal communication skills
• Ability to work independently while supporting a collaborative team environment

#LI-AC1 #LI-Onsite

No visa sponsorship is available for this position.

Salary Range: $23.00-$28.00 per hour (depending on experience)

About Legence

Legence (https://www.wearelegence.com/) (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission‑critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long‑term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq‑100 Index among its clients.

Benefits Overview

Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program

Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave

Financial Benefits: 401(k) retirement savings plan

Reasonable Accommodations

If you need assistance or accommodations during the application or interview process, please contact us at [e-mail] or your dedicated recruiter with the job title and requisition number.

Employment Eligibility

Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

Third‑Party Recruiting Disclaimer

Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations

Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job‑related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.

Equal Employment Opportunity Employer

Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non‑merit‑based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.

EEO is the Law

Job Details

Pay Type Hourly

Hiring Min Rate 23 USD

Hiring Max Rate 28 USD