Safety Admin/ Document Specialist

About the Role

We are seeking a highly organized and detail-oriented Safety Administrator / Document Specialist to support the Safety Department with document control, compliance tracking, reporting, and day-to-day administrative responsibilities. The ideal candidate is comfortable working with large amounts of documentation, able to follow established processes, and experienced in construction, renewable energy, electrical, utility-scale solar, or other industrial environments.

Responsibilities

• Safety Administration & Document Control
  • Maintain organized electronic and physical safety files and records.
  • Manage safety documentation for employees, subcontractors, projects, and job sites.
  • Ensure required safety documents are complete, accurate, current, and properly filed.
  • Maintain document naming, version control, and filing standards.
  • Upload and maintain documents within company safety, project management, HR, and/or document management systems.
  • Assist with distribution and communication of updated safety policies, procedures, and forms.
  • Track expiration dates for required documents, certifications, licenses, training, and qualifications.
• Compliance & Training Administration
  • Maintain employee and subcontractor safety training records.
  • Track OSHA, first aid/CPR, equipment certifications, site-specific training, and other required qualifications.
  • Monitor upcoming expirations and notify appropriate personnel of required renewals.
  • Assist with onboarding documentation and safety orientation records for new employees.
  • Maintain documentation related to drug/alcohol testing, background requirements, site access, and other project-specific compliance requirements.
  • Support preparation for internal and external safety audits.
• Project & Field Support
  • Collect and organize safety documentation from project sites and field personnel.
  • Assist project teams and Safety Managers with required documentation for mobilization and ongoing project compliance.
  • Track submission of daily, weekly, and monthly safety reports.
  • Assist with maintaining Job Hazard Analyses (JHAs), Job Safety Analyses (JSAs), toolbox talks, safety meeting records, inspections, and corrective-action documentation.
  • Follow up with field personnel when required documentation is incomplete or missing.
  • Help ensure project safety files are audit-ready.
• Reporting & Data Management
  • Maintain safety spreadsheets, databases, trackers, and dashboards.
  • Compile safety metrics and prepare routine reports for management.
  • Assist with tracking incidents, near misses, observations, inspections, and corrective actions.
  • Enter and maintain accurate data in safety and company systems.
  • Identify missing, inconsistent, or outdated information and work with appropriate personnel to resolve discrepancies.
• General Administrative Support
  • Provide administrative support to the Safety Department and Safety leadership.
  • Schedule safety meetings, training sessions, and other safety-related activities.
  • Prepare meeting agendas, attendance records, and meeting documentation.
  • Assist with creating presentations, reports, forms, and other safety materials.
  • Maintain confidentiality of employee and company information.
  • Perform other administrative and safety-support duties as assigned.

Requirements

• 2+ years of administrative, document control, compliance, or safety-related experience.
• Experience working in construction, renewable energy, solar, electrical, utility, or industrial environments preferred.
• Strong organizational and document-management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
• Comfortable working with databases, shared drives, document management systems, and/or safety software.
• Ability to communicate effectively with office personnel, project managers, safety professionals, and field employees.