Health and Safety Administrative Assistant

Health And Safety Administrator

This position provides administrative support to the Health and Safety Department, with a primary focus on accurate data entry, training coordination, billing support, and ensuring trainees are paid correctly. The administrator maintains safety documentation, assists with departmental communications, and supports compliance through accurate recordkeeping and identification of gaps.

Responsibilities include :

• Enter training records, incident reports, inspection findings, and certifications into company systems.
• Serve as collection point for incident / accident reports and notifications.
• Maintain digital and hard-copy safety files, ensuring accuracy and consistency.
• Review training, certification, and compliance data regularly to identify missing or expired records.
• Track expiration dates for worker certifications, OSHA requirements, and competent person training.
• Maintain the Health & Safety training schedule, including scheduling classes, tracking attendance, and updating records.
• Coordinate with HR / Payroll to ensure timecards are processed so trainees are paid correctly.
• Assist with training logistics such as booking rooms, catering, and distributing materials.
• Support safety department training events, professional development sessions, and conferences.
• Process invoices and billing for safety-related training activities and safety supplies.
• Notify project teams or supervisors of gaps, assist with scheduling of needed training and follow up until resolved.
• Support Health & Safety Director by maintaining schedules, arranging travel, and assisting with expense reporting.
• Coordinate safety department staff meetings and maintain minutes and documentation.
• Act as point of contact for inter-departmental safety communication and requests for forms, worker certifications, or documentation.
• Prepare and distribute company-wide Health & Safety updates (e.g., weekly safety tips, newsletters, event notices).
• Maintain department filing systems and shared drives.
• Provide support for company events, safety-related functions, and interdepartmental coordination.
• Act as point of contact for office safety systems (e.g., fire alarm / keyholder responsibilities).
• Provide backup reception / clerical support as needed.

Qualifications include :

Reports to : Health and Safety Director

Location : Farmingdale, NY

Business Unit : Safety

Hourly Rate of Pay : $24.00 to $29.00 commensurate with experience

Equal Employment Opportunity

Posillico Civil, Inc. is committed to maintaining a working environment that promotes teamwork and that is free of any and all forms of unlawful discrimination and harassment. Accordingly, all of its employment-related activities will be administered without regard to race, color, religion, sex, national origin, age, disability, veteran and military status, marital status, personal appearance, sexual orientation, family responsibilities, domestic violence victim status, matriculation, political affiliation, genetic information, predisposing genetic characteristics or other legally protected personal characteristic.