Safety Administrative Assistant

Actalent; United States; On-site; USD 21,000 - 34,000; Full time

Benefits offered by this job

Medical, dental & vision

Critical Illness, Accident, and Cancer

401(k) Retirement Plan

Life Insurance (Voluntary)

Short and long-term disability

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

PTO / Vacation

Job summary

Actalent is seeking a Safety Administrative Assistant to provide dependable, detail-oriented administrative support for safety and quality control at a Lebanon, Indiana peptide facility. This on-site contract role involves maintaining records, coordinating with field teams, and supporting project leadership on documentation and reporting.

The ideal candidate will have at least 1 year of clerical experience, strong Microsoft Office skills, and the ability to work in a team-oriented environment

Qualifications

• At least 1 year of clerical or administrative experience.
• Strong organizational skills and attention to detail.
• Proficient with Microsoft Office suite.
• Excellent written and verbal communication.
• Ability to work independently and as part of a team.
• Comfort with on-site work in Lebanon, IN.

Responsibilities

• Maintain and update safety documentation, including inspection reports, test results, and other project records, ensuring accurate tracking, filing, and version control.
• Coordinate with field teams to ensure documentation control for inspections, onboarding activities, and safety-related processes.
• Handle sensitive documentation and information with discretion and professional maturity at all times.
• Support the Safety Manager by preparing and organizing reports and summaries for leadership and stakeholders.
• Organize, label, and maintain quality-related files in digital and physical formats for easy retrieval and audit readiness.
• Manage document check-in/check-out processes, including printing, scanning, and distributing records.

Skills

Clerical experience

Attention to detail

Microsoft Office

Communication skills

Team collaboration

Document control

On-site work

Discretion with sensitive information

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Job Title: Safety Administrative Assistant Job Description
The Safety Administrative Assistant provides dependable, detail-oriented administrative support to safety and quality control efforts at a peptide facility that contributes to the research and development of molecular therapies. This role maintains the flow of records, reports, and documentation, ensuring smooth coordination with field teams and project leadership. The position is based on-site in Lebanon, Indiana, as a 1218 month contract, offering full-time hours with regular overtime opportunities. The ideal candidate is highly organized, approachable, and thrives in a structured, team-oriented environment.

Responsibilities

• Maintain and update safety documentation, including inspection reports, test results, and other project records, ensuring accurate tracking, filing, and version control.
• Coordinate closely with field teams to ensure proper documentation control for inspections, onboarding activities, and other safety-related processes.
• Handle sensitive documentation and information with discretion and professional maturity at all times.
• Support the Safety Manager by preparing and organizing reports and summaries for project leadership and stakeholders.
• Organize, label, and maintain quality-related files in both digital and physical formats to ensure easy retrieval and audit readiness.
• Manage document check-in and check-out processes, including printing, scanning, and distributing records to appropriate team members.
• Perform data entry related to safety, quality, and compliance documentation with a high level of accuracy and attention to detail.
• Assist with onboarding or training documentation by preparing, updating, and filing materials used for new or existing personnel.
• Adapt to changing daily priorities on a busy construction site while maintaining consistent documentation standards and processes.
• Collaborate with safety, quality, and construction teams to support large-scale safety operations and overall project documentation needs.

Essential Skills

• Minimum of 1 year of experience in a clerical, administrative, or document control role.
• Strong attention to detail and organizational skills, especially with repetitive and process-driven tasks.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Excellent written and verbal communication skills, with the ability to interact effectively with field teams and project leadership.
• Ability to work both independently and collaboratively within a team-oriented environment.
• Comfort with printing, scanning, and managing document check-in and check-out processes.
• Professional maturity and discretion when handling sensitive or confidential information.
• Ability to work on-site in Lebanon and remain comfortable with a 5060 hour workweek.
• Reliable data entry skills for safety, quality, and compliance documentation.
• Strong interpersonal skills to build effective working relationships across construction and safety teams.

Additional Skills & Qualifications

• Previous experience in a construction or industrial environment.
• Exposure to safety, quality, or compliance documentation in a project setting.
• Familiarity with construction software or safety-related software used for documentation and reporting.
• Familiarity with construction or quality control software systems.
• Pharmaceutical or laboratory facility experience.
• Experience in clerical or administrative support roles supporting technical or field operations.
• Experience supporting onboarding or training documentation for personnel.
• Ability to adapt to changing daily priorities and demands on a large construction site.
• Strong organizational habits and comfort with structured, repetitive, process-driven tasks.
• Interest in building long-term experience and relationships with a leading general contractor and exposure to large-scale construction safety operations.

Work Environment

This role is based on-site at a highly secure, safety-focused facility in Lebanon, Indiana, which is part of one of the states largest and most prestigious construction projects. The environment emphasizes strict adherence to safety protocols, with all areas of the site, including the parking lot, subject to rigorous safety rules and enforcement. The standard schedule runs Monday through Friday for 10-hour days starting at 6:00 a.m., with an additional 8-hour shift on Saturdays, resulting in guaranteed 40+ hours per week and regular overtime opportunities. The position involves working in and around construction operations, collaborating with field teams, safety personnel, and project leadership. You will work primarily in an office and trailer setting with access to computers, printers, scanners, and construction-related documentation systems, supporting large-scale safety operations and quality control efforts. The environment is structured, team-oriented, and process-driven, offering the chance to gain significant experience on a major project and potential long-term placement or transition into other administrative roles on-site.

Job Type & Location

This is a Contract position based out of Lebanon, IN.

Pay and Benefits

The pay range for this position is $15.00 - $25.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Oct 30, 2026.

Workplace Type

This is a fully onsite position in Lebanon,IN.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.