Safety Administrative Assistant

Department: Safety & Training

Location: Fremont, CA

FLSA: Non-Exempt

Job Type: Full-Time

Pay Range: $22.00 – $28.00

Benefits: Medical/Dental/Vision, Vacation, 401K (with employer match), Life Insurance, PTO, PSL

ABOUT US

We are one of the largest Traffic Control Companies in Northern California offering a competitive salary and benefits package.  We service all Northern California from multiple locations. We provide high quality traffic control safety services to construction job sites, such as Flagging traffic through a work site, setting up and monitoring Lane Closures to divert traffic, or Detouring traffic to reduce traffic congestion and prevent accidents.   We serve the needs of varied industries and are focused on maintaining a safe work environment for the construction crew, our employees, and the public. Our focus is Safety, so our customers can focus on their jobs.

POSITION SUMMARY:

The safety and training administrative assistant will provide administrative support to the Safety and Training department.  This is an in-person position at our Fremont offices (not a work from home position).    

POSITION DUTIES:

• Provide administrative support to the Safety and Training Department, including managing calendars, scheduling meetings, and coordinating appointments.
• Assist in the creation, distribution and maintenance of safety and training materials, manuals, and presentations.
• Maintain accurate records of training sessions, certifications, and safety compliance documentation.
• Coordinate logistics for safety training sessions, including scheduling, arranging catering, and ensuring all necessary equipment is available.
• Assist in the development and implementation of safety policies and procedures.
• Serve as a point of contact for employees regarding safety-related inquiries and concerns.
• Support Safety Manager with incident investigations, including documenting worksite incidents. Some travel to worksites may be required.
• Collaborate with other departments to ensure seamless communication and coordination of initiatives.
• Assist in the organization and execution of safety drills and emergency preparedness exercises.
• Compile, track, document and analyze data related to safety performance and training effectiveness.
• Perform general office duties, such as answering phones, responding to emails, and managing departmental correspondence.
• Organize office and assist in ways that optimize documentation procedures.
• Note taker for Safety Committee Meetings.
• Responsible for various Personal Protective Equipment inventories – tracking, ordering and distribution.
• Tracking, monitoring and updating Safety Scorecards: OSHA and CalOSHA Logs, TRIR, DART, EMR.
• Assist in creation and distribution of Safety Awareness materials.
• Assist with projects and produce miscellaneous statistical reports as required for Management and Safety.
• Ensure all safety training electronic files are current and complete, with current training certificates, recertifications and drivers licenses. Attention to details and good recordkeeping required.
• Manage DMV pull notice and place MVR reports in employee safety files.
• Assist with Quarterly safety raffles, including tracking for each branch for qualifications.
• Ad-hoc projects and tasks as required.
• Perform other duties as assigned.

SKILLS AND ABILITIES:

• High school diploma required; Associate degree preferred.
• Minimum 2 years’ experience in administrative roles (e.g. admin assistant, office admin)
• Experience in a Safety and Training Department, highly desired.
• Experience in Construction Industry, highly desired.
• Strong Administrative/Organization Skills required.
• Strong writing skills.
• Reliable and on-time to work. Able to work standard business hours (8:00 am – 5:00 pm).  In-person position (Fremont, CA).
• Excellent written and verbal communication skills.
• Bilingual (Spanish) a plus, not required.
• Positive can-do attitude.
• Flexible and can prioritize tasks, strong time management skills, able to work with limited supervision.
• Willing to learn and adapt to changes quickly.
• Working knowledge of office equipment.
• Proficiency in Microsoft Software: Email/Calendar, Teams, PowerPoint, Excel, SharePoint.
• Ability to become proficient in required departmental software.
• Ability to read and write in English to process paperwork and follow up on any actions necessary.

PHYSICAL REQUIREMENTS:

• Occasional lifting up-to 20 lbs.
• Prolonged periods sitting at a desk and working on a computer.
• Manual dexterity is needed for keyboarding and other repetitive tasks.

Equal Employment Opportunity and Non-Discrimination: City Rise Safety adheres to providing Equal Employment opportunity and Affirmative Action. City Rise Safety does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status. 

Employment is contingent upon new employees verifying legal authorization to work in the United States and successfully passing background screening and drug screen.