Safety & Compliance Admin Assistant at Pro-Vac

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Full Time

Start Date

Immediate

Expiry Date

14 Apr, 26

Salary

34.0

Posted On

14 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Multitasking, Time Management, Attention To Detail, Data Accuracy, Communication Skills, Compliance Management, Training Coordination, Documentation Management, Audit Support, Safety Management, Microsoft Office, Collaboration, Confidentiality, Incident Documentation, Administrative Support

Industry

Environmental Services

Description

The Safety & Compliance Administrative Assistant supports Pro-Vac’s safety and compliance programs by maintaining accurate records, coordinating training and certifications, and ensuring documentation readiness across drivers, vehicles, and operations. This role plays a key part in reducing risk, supporting audits, and reinforcing Pro-Vac’s safety-first culture. Working closely with Safety, HR, Operations, and Maintenance teams, this position focuses on execution, coordination, and documentation discipline to support regulatory compliance and audit preparedness across a growing, multi-state organization. When You Join Pro-Vac, You Get Hourly pay range: $25.00 – $34.00 per hour, based on experience An employee-centric, safety-driven work environment Medical, Dental, Vision, Life, LTD, and EAP benefits Paid Vacation, Sick & Safe Leave 401(k) with company match Opportunities for professional growth and development A collaborative team that values accuracy, accountability, and integrity Work Location & Flexibility This position offers flexibility based on candidate location: Kent, WA–based candidates: Hybrid role working onsite 4 days per week, with the option to work remotely 1 day per week. Non-local candidates: May be performed fully remote, provided the candidate resides in a state where Pro-Vac is authorized to employ and can support Pacific Time business hours. Strong communication and collaboration are expected regardless of location. Key Responsibilities Safety & Compliance Administration Maintain driver qualification (DQ) files, including CDL verification, medical certificates, MVRs, and drug & alcohol testing coordination, as applicable Ensure accuracy and completeness of safety and compliance documentation to support audit readiness Monitor and update safety, training, and compliance records across internal systems and third-party platforms Training & Credential Tracking Collect, review, and track training documentation to ensure compliance Coordinate employee training, certifications, and renewals, including OQs and site-specific requirements (BNSF, Amtrak, eRailSafe, etc.) Maintain employee training profiles within KPA Safety Management Software Audits, Metrics & Incident Support Assist with internal audits and ongoing compliance reviews Track compliance metrics and support reporting and trend analysis Support incident documentation and assist with corrective action plans under Safety leadership guidance Systems & Administrative Support Manage contractor pre-qualification and safety platforms (ISNetworld, Avetta, MSDS Online) Monitor background checks and drug screens and update HR and applicant tracking systems Prepare agendas and meeting minutes for Safety meetings Assist with Workers’ Compensation claims and vehicle accident insurance documentation and tracking Provide professional administrative support via phone, email, and internal communication Handle confidential and sensitive information with discretion and professionalism Required Qualifications Strong organizational, multitasking, and time-management skills High attention to detail and commitment to data accuracy Clear written and verbal communication skills Ability to manage confidential and compliance-related information Proficiency with Microsoft Office (Word, Excel, Outlook; PowerPoint a plus) Preferred Qualifications 3+ year of administrative experience in Safety, HR, DOT compliance, or a regulated environment Experience supporting driver qualification files, audits, or compliance documentation Familiarity with safety management systems or contractor pre-qualification systems Ability to work independently while collaborating across teams Why Pro-Vac At Pro-Vac, safety isn’t just a requirement — it’s a core value. This role directly supports the systems and processes that keep our people safe, our operations compliant, and our teams audit-ready. If you’re looking for a role where your organization and compliance skills truly matter, Pro-Vac offers the opportunity to grow in a supportive, safety-driven environment.

Responsibilities

The Safety & Compliance Administrative Assistant maintains accurate records and coordinates training and certifications to support Pro-Vac’s safety and compliance programs. This role is essential for reducing risk and ensuring documentation readiness across drivers, vehicles, and operations.