POSITION SUMMARY
The Office Administrator supports the Office Manager in the administration, coordination, and execution of the company’s safety and compliance programs. This role is responsible for safety onboarding, recordkeeping, driver and fleet compliance monitoring, insurance claim coordination, and assisting with safety initiatives to promote a safe and compliant work environment. The role also assists the Controller with accounts payable (AP) and purchasing duties.
ESSENTIAL JOB RESPONSIBILITIES
- Conduct new safety hire orientations for employees, including drivers and field personnel.
- Maintain accurate safety, training, and compliance records in accordance with company, OSHA, DOT, and client requirements.
- Manage and monitor driver performance using Motive (ELD/telematics), including reviewing alerts, reports, and trends.
- Coach drivers on safe driving practices, policy compliance, and corrective actions as directed by the Office Manager.
- Assist with the administration of vehicle and equipment insurance claims, working with the Office Manager, insurance carriers, and internal stakeholders.
- Track incidents, accidents, near misses, and corrective actions.
- Prepare safety-related documentation, reports, and paperwork for meetings, audits, and management review.
- Support implementation of safety programs, policies, and procedures.
- Coordinate required training, certifications, and renewals for employees and drivers.
- Assist with other safety and compliance duties as assigned by the Office Manager.
- Conduct safety orientation for new and existing employees as required.
- Coordinate, schedule, and conduct safety trainings for employees and field personnel.
- Monitor and track inspections within Procore.
- Inspect and assign fall protection equipment.
- Maintain organized safety documentation and filing systems to ensure audit-ready records.
- Manage and monitor driver and fleet activity within Motive (ELD/telematics).
- Manage vehicle and equipment inspection records within Fleetio.
- Conduct safety audits to obtain needed items and replace them within foremen trucks.
- Prepare and maintain safety binders for General Contractors (GCs) and Foreman.
- Assist the Controller with accounts payable (AP), three-way matching processing and recordkeeping.
- Assist the Controller with purchasing duties, processing POs, and recordkeeping.
- Perform general clerical work in support of the safety and accounting departments.
MUST HAVE — REQUIRED QUALIFICATIONS
- High school diploma or equivalent required; additional safety or construction-related education preferred.
- 2+ years of experience in safety, compliance, fleet, or construction support role preferred.
- Familiarity with construction safety practices, fleet operations, or DOT compliance strongly preferred.
- Experience with telematics or ELD systems (Motive preferred).
- Strong organizational skills with attention to detail.
- Ability to communicate effectively with drivers, field employees, and management.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Ability to handle confidential information professionally.
- OSHA 10 certification required.
- Bilingual in both English and Spanish required.
- First Aid / CPR certification required.
- Must pass company Driver Approval Process and mandatory drug testing.
- Ability to lift up to 50 pounds occasionally.
- Must be able to read and write in English and/or Spanish at a level sufficient to follow safety instructions, complete required documentation accurately, and communicate effectively with supervisors, coworkers, and customers.
NICE TO HAVE — PREFERRED QUALIFICATIONS
- Associate’s or Bachelor’s degree in Occupational Safety, Construction Management, or related field.
- Workers’ compensation claims experience and return-to-work coordination support.
- Experience managing inspection reports, training rosters, toolbox talks, and incident reports.
- Strong Microsoft Office skills (Excel, Word, Outlook).
- Understanding of audit-ready filing standards for safety documentation.
CORE COMPETENCIES
- Organization: maintains thorough and accurate safety records, compliance documentation, and filing systems.
- Fleet compliance: monitors driver performance using telematics and ensures compliance with company and DOT requirements.
- Documentation: prepares clear and accurate safety reports, incident tracking, and audit-ready records.
- Claims coordination: assists with vehicle and equipment insurance claim administration efficiently.
- Communication: conveys safety expectations and coaching feedback clearly to drivers and field personnel.
- Attention to detail: ensures accuracy in data entry, recordkeeping, and compliance tracking.
Pay: $20.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- Office Administration: 1 year (Preferred)
- Construction Safety: 1 year (Preferred)
- Occupational Safety: 1 year (Preferred)
- ProCore: 1 year (Preferred)
Ability to Commute:
- Las Vegas, NV 89109 (Preferred)
Work Location: In person
