Safety Administrative Assistant

Legence Corp.; Chantilly (VA); On-site; USD 31,684 - 38,572; Full time

Benefits offered by this job

Company-paid health benefits

Paid time off and holidays

401(k) retirement plan

Job summary

Legence Corp. is seeking a Safety Administrative Assistant to provide comprehensive administrative support to the Safety Department, maintaining records, coordinating training, and assisting incident management. The role requires strong organization and attention to detail in a fast-paced environment.

You will schedule meetings, track compliance, manage documentation, and serve as a liaison between staff and the safety team while supporting continuous improvement initiatives and data reporting.

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.

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 meeting minutes.
• 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.
• 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.
• 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.

Skills

Administrative support

Organizational skills

Attention to detail

Communication

Confidential information handling

Education

High school diploma

Associate degree

Tools

Microsoft Office

Job description

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
• 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

Employment Eligibility

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

Pay Disclosure & Considerations

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

Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based on relevant job‑related factors, including 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.

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.

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

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