Safety Administrator

Capital Teams; Jefferson City (MO); Presencial; USD 40.000 - 55.000; Jornada completa

Descripción de la vacante

Capital Teams in Jefferson City, Missouri, seeks a Safety Administrative Coordinator to provide administrative and operational support to the Safety Department, maintaining incident, OSHA, and training records while handling invoicing and onboarding documentation.

You will organize files, assist with audits, process safety invoices in Spectrum, and coordinate with vendors and field staff to keep safety data accurate and accessible.

Formación

• High school diploma or equivalent; additional safety/construction/business admin training preferred.
• Previous administrative experience, preferably in construction, safety, transportation, or related industry.
• Strong organizational skills and attention to detail.
• Ability to maintain confidential information; strong written and verbal communication.
• Proficiency with Microsoft Office (Excel, Word, Outlook).

Responsabilidades

• Maintain and organize incident reports, photographs, and supporting documentation.
• Collect, review, and file accident reports, witness statements, medical documentation, photographs, and other incident-related records.
• Ensure safety and incident documentation is complete and maintained per company recordkeeping practices.
• Maintain OSHA 300, 300A, and 301 records.
• Maintain safety records, compliance documentation, and supporting files in company systems.
• Prepare, distribute, and maintain Oversize/Overweight (OSOW) permits and supporting documentation.
• Process safety-related invoices through Spectrum and code accurately.
• Coordinate with vendors and internal departments regarding invoice processing and documentation.
• Assist with new-hire safety orientation and onboarding documentation.
• Enter and maintain employee and training information in applicable company systems.
• Maintain orientation and training documentation in the Q Drive.
• Prepare reports and spreadsheets related to safety performance, training, incidents, and compliance activities.
• Assist Safety Department leadership with audits, special projects, reporting, and administrative initiatives.

Conocimientos

Strong organizational skills

Attention to detail

Written and verbal communication

Educación

High School Diploma

Safety/Construction/Business Admin training

Herramientas

Microsoft Office Suite (Excel, Word, Outlook)

Spectrum or similar construction accounting/ERP software

Descripción del empleo

The Safety Administrative Coordinator provides administrative and operational support to the Safety Department, helping maintain accurate safety, compliance, incident, permitting, onboarding, and financial records. This position supports day-to-day safety operations by coordinating documentation, maintaining required records, processing safety-related invoices, assisting with new-hire orientation, and ensuring information is organized and readily available.

Essential Duties and Responsibilities

Safety & Incident Administration

• Maintain and organize incident reports, photographs, and supporting documentation in the Q Drive.
• Collect, review, and file accident reports, witness statements, medical documentation, photographs, and other incident-related records.
• Ensure safety and incident documentation is complete, organized, and maintained in accordance with company recordkeeping practices.

OSHA Recordkeeping & Compliance

• Maintain OSHA 300, 300A, and 301 records in accordance with applicable requirements.
• Maintain safety records, compliance documentation, and supporting files within company systems.
• Assist with maintaining accurate and accessible documentation for compliance reviews and audits.

Permits & Regulatory Documentation

• Prepare, distribute, and maintain Oversize/Overweight (OSOW) permits and supporting documentation.
• Ensure permit documentation is properly organized, filed, and readily accessible to operations.
• Assist with maintaining permit and regulatory records as required.

Accounts Payable Support

• Process safety-related invoices through Spectrum.
• Accurately code invoices and obtain appropriate approvals.
• Maintain documentation of safety-related expenditures and invoices.
• Coordinate with vendors and internal departments regarding invoice processing and documentation.
• Assist with new-hire safety orientation and required onboarding documentation.
• Ensure required hiring, OSHA, flagger, and compliance documentation is completed and filed.
• Enter and maintain employee and training information in applicable company systems.
• Submit and process new-hire hours and payroll-related documentation as required.
• Track completion of required onboarding and training assignments.
• Maintain orientation and training documentation in the Q Drive.

Administrative Support

• Maintain organized electronic and physical filing systems.
• Prepare reports and spreadsheets related to safety performance, training, incidents, and compliance activities.
• Maintain training records and support document-retention requirements.
• Assist Safety Department leadership with audits, special projects, reporting, and administrative initiatives.
• Respond to requests for safety records and documentation while maintaining appropriate confidentiality.
• Provide general administrative support to the Safety Department as needed.

Qualifications

• High school diploma or equivalent required; additional education or training in safety, construction, business administration, or a related field preferred.
• Previous administrative experience, preferably within construction, safety, transportation, or a related industry.
• Strong organizational skills and attention to detail.
• Ability to maintain accurate records and handle confidential information appropriately.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience with Spectrum or similar construction accounting/ERP software preferred.
• Ability to manage multiple priorities and work effectively with field employees, supervisors, vendors, and office staff.
• Strong written and verbal communication skills.