HS&E Administrative Assistant

POSITION SUMMARY

This position assists and supports the safety team through the execution of various administrative functions to achieve safety goals.

Activities include, but are not limited to, promoting corporate safety initiatives, creating awareness of safe work practices, and establishing a safety-first culture.

The incumbent maintains safety training activity reports, distributes safety supplies, and participates in new employee safety orientation and safety training.

The incumbent must support the guiding beliefs and core values of Orion, which are centered on Safety, Quality, Delivery, and Teamwork most importantly, with each built upon the all-important foundation of Integrity.

SPECIFIC RESPONSIBILITIES

• Supports Health, Safety & Environment function ensuring that HSE management system is implemented as defined by Company requirements and procedures
• Provide administrative support to the health, safety and environment department.
• Inputs and updates information in databases and spreadsheets.
• Aids in / conducting employee safety orientations.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings / trainings, including room setup, catering, attendance roster, email notices, training material and training documentation / entry.
• Plan, coordinate and monitor HSE activities.
• Coordination and tracking of employee Training to ensure safety training is provided to all employees as required on a regular basis.
• Inventory management and ordering of department office and training supplies.
• Ensures that deadlines are met and adapts to changing priorities.
• Any other related tasks as required by management.
• Works with sensitive information. All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company.

EMPLOYEE SAFETY AND COMPLIANCE

• Responsible and accountable for incumbent’s own personal safety.
• Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with.
• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
• Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).

POSITION REQUIREMENTS

• High school diploma or equivalent
• A minimum of 0 - 2 years administrative experience. Prior construction and / or Safety experience is a plus.

In addition, the incumbent must have :

• Excellent computer skills and proficiency in MS Office (Excel, Word, PowerPoint, etc.), Outlook, and mobile devices (tablet, phone, etc.).
• Fluency in English and Spanish preferred.
• Excellent interpersonal and communication skills with the ability to effectively relate to employees at all levels of the organization.
• Organizational, time management, and prioritization skills to effectively accomplish goals under tight deadlines.
• Self-starter with the ability to work in a team environment and independently with minimal supervision, as well as collaborate with other departments.
• Flexible with the ability to adjust to sudden changes in work priorities.
• Attention to detail and ability to accurately perform tasks.
• Adaptability skills with the drive to learn new systems, processes, technologies, and applications.
• Ability to acquire safety related training and certifications as needed by the company and / or projects.
• Ability to maintain confidentiality and exercise extreme discretion, as well as build trust with field personnel.

The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace.

Failure to do so can result in disciplinary action, up to and including termination of employment.

PHYSICAL / MENTAL REQUIREMENTS

The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation.

The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required.

This includes hard hat, safety glasses, respirators, ear plugs, steel toed shoes, or other protective equipment as required by the work performed and location the work is being done.

This individual must also have the ability to identify critical issues and formulate action plans with all levels of management, including corporate and executive.

The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel.

Must be capable of evacuating the work area in a timely manner should an emergency situation arise.