Safety Operations Administrative Coordinator

2 weeks ago

Commerce City, Colorado, United States Hooper Deforest Full time
Job Overview

Company Background:

Established in 1913, Hooper Deforest has evolved into a reputable contractor specializing in electric power and mechanical services. With its main office located in Wisconsin and regional branches across Colorado, Florida, and Ohio, Hooper Deforest offers a diverse array of services tailored to meet the needs of both commercial and residential clients.

Position Summary:

The Safety Administrative Assistant plays a crucial role in the safety department by facilitating the drug testing process, managing claims reports, maintaining training records, and assisting with the onboarding of new employees. This position demands a keen eye for detail, exceptional organizational capabilities, and the ability to manage sensitive information with discretion. The Safety Administrative Assistant will ensure compliance with all safety protocols while providing essential administrative support to the safety team for efficient operations.

Key Responsibilities:

  • Oversee the onboarding process for new hires in Colorado, which includes welcoming them on their first day, entering their information into the safety management system, addressing any training-related inquiries, and coordinating logistical details throughout their orientation. Collaborate with the safety specialists to ensure new employees receive the necessary safety gear and training assignments.
  • Handle all drug testing documentation and communication requirements in Colorado. Work alongside the corporate Designated Employee Representative (DER) to ensure adherence to policies and effective communication. Update drug testing information in the safety management system and facilitate the tracking of drug and breath-alcohol tests.
  • Assist with post-incident claims documentation as required by the safety team and corporate Claims Administrator.
  • Maintain and update training records within the safety management system, ensuring accurate documentation of all employee training.
  • Coordinate schedules for safety department personnel and manage travel arrangements as needed.
  • Support the collection of paper forms not yet entered into the safety management system, such as Job Safety Analyses (JSAs), receipts, and daily inspection logs. Communicate with field supervisors and the safety team regarding these items.
  • Assist in the procurement and inventory management of safety equipment and supplies.
  • Perform administrative tasks including printing, scanning, filing, and general record maintenance.
  • Provide additional support as directed by the Regional Safety Manager or Safety and Technical Training Manager.

Work Environment:

  • Standard office setting with routine tasks performed while seated at a computer. Frequent typing and computer usage are required, along with regular bending, twisting, and light lifting.
  • Occasional visits to project sites, shops, and fleet areas may be necessary.
  • Ability to lift weights ranging from 25 to 35 pounds occasionally, with or without reasonable accommodation.

Equal Opportunity Statement:

Hooper Deforest is an equal opportunity/affirmative action employer, considering candidates without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, or any other status protected by applicable local, state, or federal law.

Required Skills and Qualifications:

  • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, along with familiarity with other relevant software.
  • General understanding of office procedures and routines.
  • A minimum of one year of administrative experience is preferred.
  • Strong multitasking skills in a fast-paced environment.
  • Excellent proofreading abilities and attention to detail in report preparation.
  • Effective communication and problem-solving skills, along with exceptional teamwork capabilities.
  • Basic computer literacy and understanding of computer hardware.

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