Administrative & Safety Specialist

About the Role

The Administrative and Safety Specialist is a proactive, detail-oriented professional skilled in administrative support and safety management. This individual excels in managing a dynamic office environment while prioritizing safety and risk management, ensuring organizational effectiveness, efficiency, and compliance with safety regulations.

Responsibilities

• Answers and transfers phone calls, screening when necessary.
• Inputs client leads into CRM.
• Welcomes and directs visitors and clients when covering the front desk.
• Retrieves information as requested for Sales, APAR, and HR from records, emails, minutes, and other documents; prepares written summaries of data when needed.
• Develops, manages, and maintains the Fuel Cloud Tracking system, ensuring accurate records of fuel usage, inventory, and transactions.
• Addresses and resolves administrative inquiries, including questions about office supplies, tools, and related matters.
• Coordinates and schedules company-sponsored events with direct supervision.
• Maintains a system for recording expenses for office supplies and company-sponsored events.
• Serves as the point person for office housekeeping, mailing, shipping, office supplies, and errands as directed by the supervisor.
• Partners with HR to maintain office policies, focusing on safety and risk management.
• Prepares, organizes, and maintains SOPs for office operations and procedures, ensuring consistency and efficiency.
• Develops and implements office policies, including procedures and standards for filing systems and supply acquisitions.
• Develops and implements safety protocols for landscaping operations, including guidelines for administrative tasks, fieldwork safety, equipment use, and chemical handling.
• Creates systems for training, record-keeping, and regulatory compliance.
• Implements and maintains the 5S system (Sort, Set in order, Shine, Standardize, Sustain) to ensure a clean, organized, and efficient workplace, including conducting audits and training staff.
• Ensures workspaces are well-organized, safe, and conducive to productivity while maintaining compliance with company standards.
• Manages relationships with office-based vendors and service providers (e.g., Hinkley, Aramark/Vestis, Fuel Cloud).
• Ensures security, integrity, and confidentiality of all assigned data.
• Ensures compliance with local, state, and federal safety regulations, including OSHA standards and Safety Data Sheets (SDS).
• Assists in conducting regular safety inspections and risk assessments to identify potential hazards and recommend corrective actions.
• Develops and implements safety training programs for employees.
• Assists with Personal Protective Equipment (PPE) requirements, distribution, collection, organization, and record-keeping.
• Develops, implements, and tests emergency response plans, including evacuation procedures, first aid protocols, and emergency contact lists.
• Trains supervisors and management in First Aid and CPR, ensuring certification and ongoing education.
• Assists with intake of damage and accident reports from clients and collaborates with HR for resolution.
• Monitors industry trends and best practices to continuously improve the company’s safety culture and protocols.
• Takes job-related continuous education courses.
• Monitors and maintains office supplies inventory, reviewing and approving acquisitions to maintain a ±2% inventory level.
• Handles customer inquiries and complaints from incoming phone calls and directs them to the appropriate department manager.
• Assists sales with JULIES and property take-offs (e.g., Google Earth).
• Scans, files, and organizes paperwork for APAR, Sales, and HR.
• Assists with snow duties, including snow books, salt books, timesheet entry, and Inspatch.
• Performs other related duties as assigned.

Requirements

• Associate’s degree required; bachelor’s degree in a related field preferred.
• Three years minimum of experience in an administrative role.
• One year minimum of OSHA safety knowledge.
• OSHA-10 and OSHA-30 Training.

Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Bilingual (English/Spanish) comprehension ideal.
• Proficient in Microsoft Office Suite, Google Suite, or related software.
• Proficient in Aspire.
• Excellent organizational skills and attention to detail.
• Strong understanding of clerical procedures and systems, such as recordkeeping and filing.
• Effective time management.
• Ability to work independently.
• Problem-solving skills.
• Adaptability.
• Critical thinking.
• Discretion with safety-sensitive information.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Able to work in various weather elements.