SAFETY ADMINISTRATOR
JOB DESCRIPTION
Position Summary
The Safety Administrator provides operational support across core safety functions, with primary responsibility for training and certification tracking in SiteDocs, compliance documentation, and portal maintenance. Reporting directly to the Safety Director, this role independently manages defined administrative processes, including monthly portal updates, and serves as a partner for broader safety program operations, ensuring data accuracy, vendor follow-through, and consistent recordkeeping.
Key Responsibilities
Safety Program Administration
- Maintain and update prequalification portal profiles across platforms, including ISNetworld, Avetta, and HighWire, ensuring timely and accurate compliance submissions
- Track employee training and certifications company-wide, coordinating with training vendors and internal stakeholders to ensure records are current and complete
- Enter new hire information and maintain employee records across safety platforms
- Compile and organize incident documentation, ensuring folders are complete and up to date
Reporting and Data Support
- Compile and organize KPI data in support of the Safety Director and department
- Retrieve and coordinate documentation in response to requests from adjusters and carriers
- Track and follow up on site-specific information and compliance requirements across all AFP locations
Department Support
- Provide administrative support across the Safety department, including the Safety Director, Regional Safety Managers, Data Center Safety Manager, and Safety Specialists, as the team develops
Knowledge:
- A high school diploma or GED is required; a bachelor’s degree is preferred
- Minimum of 3 years of administrative experience; Experience in a Safety department is a plus
- Ability to manage competing priorities
- High-level knowledge of Microsoft Office Suite
Work Experience:
- Minimum of 3 years of administrative experience
- Experience in a fast-paced environment with attention to detail
Job Responsibilities in addition to previously listed above, but are not limited to:
- Partner with Supply Chain on Purchase Order inquiries and outstanding pick tickets
- Partner with Supply Chain on PPE inventory and stocking.
- Gather and distribute Safety materials for jobs, as required
- Review department reports with the Director of Safety, the Regional Safety Managers, and the Data Center Safety Manager.
- Run department reports and review with the team, including Open claims report, KPI reports, Job Site Safety Observations, etc.
- General office tasks that include copying, printing, filing, typing, and sorting
- Assist with the rotational schedule and overflow calls for the Receptionist, as required
- Backup to other Coordinators
- Other duties as assigned
Expectations
- Believe In, Live, and Support Our Mission Statement, Core Values, and Business Plan Daily
- Complete all Training Requirements – SOPs, Customer Service, Software, etc.
- Support and Ensure Adherence to Company SOPs
- Request quotes from vendors when directed.
- Ensure proper PO documents are uploaded with technician signatures and received into CE
- Prioritize work to balance multiple projects and deadlines
- Maintain professional appearance
- Answer phones in a polite and professional manner
- Keep the office area clean and organized
- This is a fast-paced position supporting the Safety and Risk Department for the entire company.
- Communicate effectively and professionally within the department and with internal and external customers
- Teamwork – maintain positive interactions within your team, local office, etc.
- Actively Participate in required team meetings
Knowledge:
- High School diploma or GED is required
Work Experience:
- Construction or Service experience is a plus
- Administrative experience is preferred
Skills and Competencies:
- Excellent written, verbal and presentation skills
- Detail oriented with excellent organization skills
- Proficient in working with Microsoft Office Products including Word and Excel
- Proficient in PDF creation
Must have valid state driver's license and good driving record
Skills Required
- High school diploma or GED
- Bachelor's degree
- Minimum of 3 years of administrative experience
- Experience in a Safety department
- Ability to manage competing priorities
- High-level knowledge of Microsoft Office Suite
- Proficient in Microsoft Word and Microsoft Excel
- Proficient in PDF creation
- Experience in a fast-paced environment with attention to detail
- Construction or service industry experience
- Valid state driver's license and good driving record
- Excellent written, verbal, and presentation skills
- Detail oriented with excellent organization skills
What We Do
Allied Fire Protection is dedicated to protecting lives and property through expert fire protection solutions. From our corporate headquarters in Houston, we proudly serve communities across Austin, San Antonio, Laredo, the Rio Grande Valley, Dallas/Fort Worth, Tampa, and Nashville — delivering safety, reliability, and peace of mind wherever we go.
