Lead Transportation and Safety Coordinator

About the Role

The Safety Administrative Coordinator will provide administrative and data-processing support for the company's Safety and Compliance function. This role will help maintain accurate safety records, update safety-related systems, track employee training, process forklift certification documentation, assist with accident and injury incident records, and support other administrative processes connected to warehouse, fleet, and branch safety operations. This position is best suited for someone who is highly organized, comfortable working with multiple computer systems, detail-oriented with data entry, and able to communicate professionally with managers, employees, and safety personnel across multiple locations.

Key Responsibilities

• Safety Records and System Updates: Maintain and update safety-related records in company systems, spreadsheets, shared files, and tracking tools; update employee safety training records and completion data; maintain forklift / powered industrial truck certification records; track completion of required safety acknowledgments, forms, and documentation; upload or file safety documents in the appropriate systems or digital folders; review records for missing information, incomplete forms, or expired certifications; support ongoing cleanup and organization of safety data.
• Training Tracking Support: Enter completed training into tracking systems and Excel-based logs; verify employee names, locations, job titles, completion dates, and training requirements; communicate with managers about incomplete or overdue training; prepare basic reports showing training completion status by branch, warehouse, or employee group; assist with follow-up activities needed to keep safety training records current.
• Forklift Certification Recordkeeping: Enter forklift certification information into tracking systems; organize operator evaluation forms, written test records, and certification documents; identify expired certifications and upcoming renewal needs; follow up with branch or warehouse managers for missing documentation; maintain accurate records by location, operator, equipment type, and certification date.
• Accident and Injury Incident Processing: Enter accident, injury, near-miss, and safety incident details into tracking systems; organize supporting documentation, photos, forms, and employee statements; assist with preparation of incident packets and record files; track open follow-up items related to incidents; maintain confidentiality of employee and incident information; help ensure records are complete, accurate, and filed properly.
• General Safety Administrative Support: Prepare reports, summaries, and tracking documents; send follow-up emails to managers or employees; maintain distribution lists or contact lists; organize digital files and shared folders; assist with audit preparation and compliance documentation requests; support safety-related data cleanup projects; perform other safety-related administrative tasks as assigned.

Required Qualifications

• Strong computer skills
• Proficiency with Microsoft Excel, including basic formulas, sorting, filtering, and data cleanup
• Experience using Microsoft Outlook for email communication and calendar coordination
• Ability to accurately enter, review, and maintain large amounts of data
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and follow up on open items
• Good written and verbal communication skills
• Ability to work independently after receiving direction
• Professional, dependable, and discreet with sensitive information
• Comfortable communicating with managers and employees across multiple locations

Preferred Qualifications

• Experience in an administrative support role
• Experience with safety, HR, compliance, training, fleet, warehouse, or operations records
• Experience using Smartsheet, Microsoft Forms, SharePoint, OneDrive, Teams, or similar business tools
• Experience maintaining training records or certification records
• Familiarity with OSHA, warehouse, fleet, or workplace safety processes is helpful but not required

Skills and Competencies

• Accurate data entry and recordkeeping
• Strong follow-through and attention to detail
• Ability to prioritize daily tasks
• Comfort working with spreadsheets and tracking logs
• Clear and professional communication
• Ability to identify missing or inconsistent information
• Discretion when handling injury, employee, or compliance-related records
• Willingness to learn safety-related processes and company systems

Work Environment

This position will primarily involve computer-based administrative work. The role may require communication with branch managers, warehouse managers, safety personnel, trainers, and other operations leaders. Depending on assignment location, occasional interaction with warehouse or branch environments may be required.

Physical Requirements

Ability to sit and work at a computer for extended periods; use a keyboard, mouse, phone, and standard office equipment; occasionally print, scan, organize, or file documents; and communicate by phone, email, and Microsoft Teams.

Benefits

• Healthcare plans
• Dental & vision
• Paid time off
• Paid parental leave
• 401(k) retirement savings with company match
• Professional and personal development programs
• Opportunity to become a shareholder
• Employer-paid short- and long-term disability
• Employer-paid life insurance for spouse and dependents
• Robust wellness program
• Gym reimbursement
• Employee Assistance Program (EAP)
• Military-friendly company
• Employee resource groups (ERGs)