EHS Bilingual Administrative Assistant

RESPONSIBILITIES:

• Safety Program Administration & Documentation

• Organize calendars, files, and training materials for Arcosa’s core safety programs, including PPE Policy; Emergency Action Plan; Powered Industrial Truck/Fork Truck; Bloodborne Pathogens; Lockout/Tagout; Crane; Hazard Communication; Fall Protection; Hearing Conservation; Respiratory Protection; Electrical Safety; Confined Space; Welding & Cutting, etc.
• Prepare daily/weekly/monthly safety reporting packets (e.g., OSHA work hours (AIC), TRIR/DART metrics, Safety Contacts), and upload materials to ARC SharePoint/Teams per leader standard work.
• Coordinate daily safety presentations for operations meetings and distribute safety toolbox topics; track completion and follow-ups.

• Environmental Compliance Support

• Assist with stormwater recordkeeping and sampling coordination; help maintain SWPPP documentation, inspection schedules, and corrective action logs.
• Support spill response documentation and SPCC plan updates; track air emissions reduction actions and related inspections (e.g., baghouse).
• Maintain environmental permits, observation forms, and daily/weekly inspection checklists; compile summaries for EHS leadership and site management.

• Contractor & Vendor EHS Program Administration

• Manage pre-qualification packets and the Arcosa Contractor & Vendor EHS Program forms; route for site EHS Manager and Risk Management approvals; track EMR/incident rate documentation; file orientation completion records.
• Schedule contractor orientations, collect signatures/acknowledgements, and maintain follow-up inspection records.

• Training Coordination & LMS Support

• Coordinate New Hire EHS Orientation logistics and materials; maintain training rosters and the training matrix; publish monthly training calendars and reminder communications.
• Schedule required classes (e.g., CPR/First Aid/AED; NFPA 70E for maintenance) and track completion with site leaders; support standardization of safety programs across plants.
• Provide bilingual translation/adaptation of training decks, handouts, and posted notices to ensure comprehension and participation.

• DOT/Transportation Compliance Support

• Maintain rosters for CDL Medical Examination Certificate expiration dates; notify supervisors ahead of due dates and file new certificates.
• Support driver qualification file updates and bilingual communications to drivers regarding renewals, testing, and required documentation.

• Reporting Cadence & Systems

• Prepare and submit monthly updated Ops 4.0 safety metrics and monthly EHS presentations as scheduled.
• Maintain ARC SharePoint/Teams EHS libraries (version control, permissions, archive); ensure documents are correctly categorized and accessible to leaders.

• Audits, Inspections & Meetings

• Assist in tracking of all resulting findings through closure from internal audits, gemba walks/blitzes, and routine inspections (e.g., hazardous waste building, paint booth, stormwater structural controls), and support as needed
• Prepare agendas, minutes, and action trackers for site EHS meetings; follow up on assignments until completion.

• Bilingual Employee Communications

• Translate announcements, SOP summaries, signage, and safety alerts (English ↔ Spanish); assist supervisors in delivering training and safety briefings to Spanish-speaking employees.

• General Administrative Support

• Manage calendars, travel, and logistics for EHS leaders; open purchase orders for PPE/safety supplies; process invoices and maintain inventories.
• Serve as the front-line point of contact for EHS requests; triage and route items to the appropriate EHS leader; maintain confidential records.
• Coordinate scheduling of occupational clinic visits, track employee attendance, review visit results for completeness, and forward results/notes to EHS leader.

REQUIREMENTS:

• Bilingual (English/Spanish) required; professional fluency in both verbal and written communication.
• 2–4 years of administrative experience; EHS support experience in manufacturing, construction, recycling, or industrial operations preferred.
• Working knowledge of common EHS topics (e.g., OSHA programs listed above; environmental basics like SWPPP/SPCC, spill response, sampling; DOT/CDL documentation).
• Proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Excel/Word/PowerPoint); ability to learn Arcosa systems (Sphera ESG, LMS, ARC SharePoint libraries).
• Strong organization, attention to detail, and follow-through within structured reporting cadences.
• Ability to visit plant/yard areas and wear required PPE; valid driver’s license; occasional local travel.
• Customer focus and service orientation; ability to support multiple sites and leaders.
• Clear, culturally aware communication; effective translation/adaptation of technical content.
• Data accuracy, confidentiality, and timely reporting; problem-solving and initiative.

The statements above describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Employees may be required to perform other job-related duties as requested by management. This job description does not constitute an employment agreement and may be modified to reasonably accommodate individuals with disabilities.

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