Administrative Assistant

The Administrative Assistant role is based out of Ruhlin's Sharon Center office and will report to the Director of Safety.

About the role

Provide administrative and operational support to the Safety Department to ensure the efficient implementation and ongoing administration of safety, health, and compliance programs.

Responsibilities

Administrative

• Coordinate meal orders for meetings and training sessions.
• Receive, sort, and distribute safety department mail, packages, and deliveries in a timely manner.
• Provide general administrative support, including preparing and proofreading documents, scanning, laminating, data entry, filing, and maintaining department supplies.
• Enter and maintain data in HCSS and other company software systems.
• Perform additional duties assigned by the Safety Director.

Safety

• Provide administrative support to the Safety Department, including managing daily communications, prioritizing tasks, and coordinating department activities.
• Schedule and coordinate safety meetings, site visits, inspections, audits, and training sessions, including calendar management and meeting logistics.
• Prepare meeting agendas, record meeting minutes, and track action items to completion.
• Maintain and organize safety records, including policies, procedures, SOPs, forms, permits, and correspondence, ensuring document accuracy, version control, and record retention.
• Administer document management systems (SharePoint, Teams, HCSS, and network drives) to ensure consistent organization and accessibility.
• Track employee safety training, certifications, and required refresher courses by maintaining training records and issuing renewal reminders.
• Support incident and near-miss reporting by entering reports, routing documentation to appropriate employees, and monitoring corrective and preventive actions (CAPA) through completion.
• Assist with workers’ compensation and claims administration by maintaining documentation, organizing claim files, and coordinating related communications.
• Compile and prepare weekly and monthly safety reports, including metrics, inspection results, audit findings, and training completion data using Excel, HCSS, and other reporting tools.
• Coordinate the ordering and inventory of PPE and safety supplies and assist with vendor documentation and invoice processing.

Requirements

• High school diploma or equivalent (GED) required.
• Minimum 1-3 years of administrative experience.
• Good time management and organization skills; detail oriented.
• Effective verbal and written communication skills.
• High energy level with a proactive, result-driven approach.
• Proficient with Microsoft 365; willing and able to learn new software.
• Team focused mindset to build strong working relationships.
• Commitment to Company values.

Benefits

• Employee Stock Ownership Program (ESOP)
• 401k with Company match (immediately fully vested)
• Bonus
• Medical, Dental, Vision
• Life Insurance
• Long Term Disability coverage
• Paid vacation and sick days

About The Ruhlin Company

The Ruhlin Company was founded on a corporate philosophy of partnership. Since 1915, we have created cooperative relationships with our clients by listening closely to their needs and successfully translating their visions into reality. Client satisfaction is the bedrock of our reputation, earned through innovative construction technology, experienced leadership and an unswerving commitment to quality. Today Ruhlin enjoys a national reputation as a construction services leader.