Safety & Compliance Admin Assistant

The Safety & Compliance Administrative Assistant supports Pro-Vacs 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-Vacs 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 WAbased 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 Safetymeetings

• 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 isnt just a requirement its 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 youre 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.