Position Summary The Safety and Facilities Support Administrator provides administrative and program support to the Safety and Facilities department by assisting with safety initiatives, maintaining compliance documentation, supporting facilities operations, and assisting with departmental programs and services. This role supports the implementation and ongoing administration of safety and facilities programs, promotes safe work practices, and ensures accurate recordkeeping, coordination, and communication across the organization. Essential Functions and Duties Program, Policy and Document Administration: • Assist with the development, implementation and maintenance of safety programs, training, policies and procedures. • Assist with ordering, invoicing and inventory control of safety supplies. • Daily review, tracking and updating of safety platforms and software systems. • Review and update existing safety policies, programs and SOP’s to align with federal, state, and local regulations. • Support safety assessments, inspections, and programs by reviewing and auditing documentation and follow up actions. • Maintain records related to safety programs, incidents, inspections, training and corrective actions. • Prepare reports related to incidents, violations, training and program metrics. • Support Safety, Environmental and Emergency Preparedness Committee activities, including meeting coordination and documentation. • Assist with safety training coordination, scheduling, and recordkeeping. • Assist with training creation and documentation retention. • Assist in the review, auditing and update of Safety Data Sheets and correlating software.
Facilities Administrative Support: • Assist with ordering, invoicing and inventory control of facilities supplies. • Track, audit, and submit safety and facilities vendor invoices to Accounts Payable in a timely manner. • Maintain accurate administrative and preventative maintenance records related to safety and facility programs. • Perform daily administrative tasks, including monitoring and managing the Safety and Facilities support accounts. • Assist in the coordination of meetings, communications, and documentation for safety and facilities initiatives.
General Responsibilities: • Adheres specifically to all company policies and procedures, Federal and State regulations, and laws. • Display dedication to position responsibilities and achieve assigned goals and objectives. • Always represent the Company in a professional manner and appearance. • Understand and internalize the Company’s purpose. • Display loyalty to the Company and its organizational values. • Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others. • Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our workforce in actions, words, and deeds. • Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation. • Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations. • Other duties as assigned. Education, Knowledge, Skills and Experience Required Education: • High school diploma, GED, or associate’s degree in occupational safety and health, a related field, or equivalent experience preferred. Preferred Education: • Associate or Bachelor’s degree in Business Administration (MBA), Occupational Safety and Health, or a related discipline. Required Knowledge: • Working knowledge of Microsoft 365 systems such as PowerPoint, Excel, Word and SharePoint. • General understanding of administration and documentation requirements.
Preferred Knowledge: • Familiarity with OSHA guidelines and safety program frameworks. • Knowledge of Safety Data Sheet (SDS) management practices.
Required Experience: • Minimum of two (2) years of administrative experience in a fast paced office environment. • Experience with data entry, document management, auditing, and report preparation. • Demonstrated professionalism, integrity, and attention to detail.
Preferred Experience: • Experience supporting safety or facilities administrative functions in a distribution, manufacturing or health care environment.
Required Skills: • Strong organizational and administrative skills with high attention to detail. • Proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat. • Ability to manage multiple tasks, prioritize effectively, and meet deadlines. • Strong written and verbal communication skills. • Ability to work independently with limited supervision and collaboratively as part of a team.
Preferred Skills: • Microsoft 365 platforms • Project planning proficiency in a diverse safety environment
Required Professional Certification: • None required at time of hire.
Preferred Professional Certification: • N/A
Physical requirements Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends. Must have the ability to travel occasionally. Working condition include normal office setting. Mental Demands Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports None EEO/AAP Statement FFF Enterprises is an EEO/AAP employer; all business decisions (employment, promotions, compensation, etc.) are made without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status. FFF Enterprises promotes an equal employment opportunity workplace which includes reasonable accommodation consideration of otherwise qualified disabled.
Acknowledgement The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified. The undersigned employee acknowledges receipt of the Job Description for the employee’s position and understands the essential functions, responsibilities and qualifications of the position. Furthermore, the employee acknowledges that this Job Description does not include all of the essential functions of this position, and that these essential functions may change as deemed necessary by the manager.
