Safety Administrative Coordinator

Rice Lake Group; Minnesota; On-site; USD 42,000 - 62,000; Full time

Job summary

Rice Lake Group is seeking an organized Safety Administrative Coordinator to maintain records, manage documentation, and coordinate training and compliance activities across the Safety Department.

The role supports the Safety Director and multiple internal teams, ensuring data accuracy and timely completion of required activities. Some travel between company locations may be required.

Qualifications

• Bachelor’s or associate degree in a related field preferred; HS diploma with relevant experience considered.
• Experience in administrative coordination, records management, or document control preferred.
• Experience supporting safety, construction, fleet, or other operational team is helpful.
• Prior experience coordinating claims, training, onboarding, or compliance documentation is a plus.

Responsibilities

• Maintain, organize, and update safety-related records and documentation.
• Assist with document control: preparing, revising, distributing, and tracking forms.
• Track safety activity and information for reports and internal use.
• Provide general administrative support to the Safety Department, including data entry and filing.
• Support DOT Pool, MVR monitoring, CDL records and driver-related processes.
• Coordinate safety training logistics: scheduling, attendance, and records.
• Ensure onboarding steps are tracked and completed on time.
• Upload training certificates to employee profiles in HRIS or applicable systems.
• Monitor safety consumables and inventory; coordinate reordering.
• Coordinate meetings and events and assist with logistics.
• Support the Safety Director and team with other admin tasks as needed.

Skills

Organized

Detail oriented

Written communication

Verbal communication

Records management

Cross-functional collaboration

Microsoft Office

PDF editing tools

HRIS systems

Education

Associate’s or bachelor’s degree

High school diploma with relevant experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PDF editing tools

HRIS systems

EHS software

Job description

Overview

The Safety Administrative Coordinator provides administrative and coordination support to the Safety Department. This role helps keep safety-related records, documentation, training activities, claims information, and compliance processes organized, accurate, and up to date. The coordinator works closely with the Safety Director and other departments, follows established procedures, and helps ensure required information and activities are completed on time. The role is suited to an organized, detail-oriented professional who is comfortable managing multiple priorities and supporting a range of department needs. Some travel between company locations may be required.

Education, Licensing & Experience

• Associate’s or bachelor’s degree in Business Administration, Environmental Health & Safety, Construction Management, or a related field preferred; a high school diploma with relevant experience will also be considered.
• Experience in administrative coordination, business systems, records management, or document control preferred.
• Experience supporting a safety, construction, fleet, or other operational team is helpful.
• Prior experience coordinating claims, training, onboarding, or compliance-related documentation is a plus.

Skills & Attributes

• Highly organized, detail-oriented, and able to manage multiple tasks and deadlines.
• Strong written and verbal communication skills, with a professional and service-oriented approach.
• Able to maintain accurate records and handle sensitive information appropriately.
• Comfortable following established procedures, identifying missing information, and following up with the appropriate people.
• Collaborative and adaptable, with the ability to work across departments and support changing priorities.
• Proficient with Microsoft Office, particularly Word, Excel, and Outlook.
• Comfortable working with PDF editing tools, cloud-based applications, and safety or HR information systems; experience with EHS software is helpful.

Key Responsibility Areas

Administrative Coordination & Document Control

• Maintain, organize, and update safety-related records, forms, files, and documentation.
• Assist with document control, including preparing, revising, distributing, and tracking forms and records.
• Track and compile safety-related activity and information for reports and internal use.
• Provide general administrative support to the Safety Department, including data entry, filing, correspondence, and updating records.

Safety Program & Compliance Support

• Provide administrative support for DOT Pool, MVR monitoring, CDL, and driver-related records and processes.
• Help track pre-placement, post-offer, and other required onboarding steps, following established procedures.
• Maintain and organize documentation related to drug testing, the Drug-Free Workplace program, WorkSteps, and other safety processes.
• Coordinate with internal teams and external contacts, as needed, to collect information, route requests, and follow up on outstanding items.
• Support the administration of fleet policies and related documentation.

Claims & Training Coordination

• Assist with claims coordination by organizing documentation, tracking status, and communicating with the appropriate internal contacts and external partners.
• Coordinate safety training logistics, including scheduling, materials, attendance records, and completion documentation.
• Help ensure safety-related onboarding activities are tracked and completed in a timely manner.
• Upload training certificates and other required records to employee profiles in the HRIS or other applicable systems.

Department & Operational Support

• Monitor safety consumables and supplies, coordinate reordering, and help maintain inventory.
• Coordinate meetings and events, including scheduling, reservations, and related logistics.
• Assist with food orders and other arrangements for in-house meetings or bid events, as needed.
• Support the Safety Director and team with other administrative and coordination tasks as priorities arise.

Growth & Development

This role offers the opportunity to develop knowledge of safety operations and related administrative processes. As experience and business needs evolve, the coordinator may take on additional responsibilities within the Safety Department.

Equal Opportunity Employer

Water Resources Group is an Equal Opportunity Employer and welcomes applicants from all backgrounds. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other status protected by applicable law.

Recruiting Agency Notice

Water Resources Group does not accept unsolicited resumes or phone calls from staffing or recruiting agencies for this position.