Job Summary The Regional Safety Administrator provides administrative, documentation, case-tracking, and compliance support to the Regional Safety Department. This position is responsible for maintaining accurate safety records, opening and tracking reported safety cases, collecting and filing required project submissions, following up on missing or incomplete documentation, and supporting regional reporting and audit readiness. The Regional Safety Administrator works closely with Safety professionals, project leadership, Human Resources, and other support departments to ensure required information is received, accurately documented, tracked through completion, and properly retained. This position requires strong organizational skills, attention to detail, confidentiality, and consistent follow-up while managing multiple projects and priorities. Job Responsibilities
Open and maintain administrative case files for first-aid cases, personal medical events, near misses, good catches, recordable incidents, property damage, and other reported events.
Enter new cases into the regional case-management tracker and maintain accurate and current case status information.
Track required statements, photographs, medical documentation, follow-up dates, corrective actions, and closure requirements.
Obtain missing case information from responsible Safety professionals and project personnel.
Maintain daily, weekly, and monthly safety submission trackers for assigned projects.
Receive, review, organize, and file required project safety documentation.
Follow up on missing, incomplete, late, or incorrectly submitted records.
Track corrective actions through completion and escalate overdue items to Safety management.
Scan and file completed forms within the appropriate employee, training, project, or case record.
Maintain organized, accurate, and audit-ready electronic safety files.
Verify that documents contain required names, dates, signatures, approvals, and supporting information.
Maintain employee training records and assist with updating training matrices.
Prepare weekly and monthly compliance reports for regional Safety leadership.
Schedule case reviews, After-Action Reviews, and department meetings as directed.
Prepare meeting agendas, notes, attendance records, and action-item trackers.
Draft routine follow-up communications and documentation requests.
Maintain and track required safety documentation, including daily safety summaries, Pre-Task Plans, Stretch-and-Flex records, equipment inspections, GFCI inspection and testing records, confined-space permits, toolbox talks, safety meeting records, PPE inventory matrices, employee training matrices, fleet vehicle matrices, warehouse and fire-extinguisher inspections, orientation and training documentation, incident and near-miss documentation, and corrective-action records.
Request missing documentation and return administratively incomplete submissions for correction.
Issue routine reminders and escalate overdue documentation or requirements to Safety management.
Protect confidential employee, medical, incident, and organizational information.
Perform additional administrative duties as assigned by Safety management.
Job Requirements
Minimum of two years of administrative, document-control, compliance, construction, safety-support, or related experience preferred.
High school diploma or equivalent required.
Proficiency with Microsoft Excel, Word, Outlook, and Teams.
Strong organizational, written communication, data-entry, and follow-up skills.
Ability to manage multiple deadlines and priorities across several projects.
High level of accuracy and attention to detail.
Ability to handle confidential information professionally and appropriately.
Ability to identify missing or incomplete documentation and clearly communicate required corrections.
Ability to maintain organized records and documentation in an audit-ready condition.
Previous experience supporting a construction or occupational safety department preferred.
Familiarity with OSHA construction terminology and incident-reporting processes preferred.
Experience maintaining incident trackers, corrective-action logs, training matrices, or compliance records preferred.
OSHA 10 certification preferred.
Experience with SharePoint, Power BI, or electronic document-management systems preferred.
Bilingual English/Spanish capabilities preferred.
Performance Expectations
Enter new cases within one business day of notification.
Track required documentation and follow-up activities without missed deadlines.
Communicate missing or incomplete submissions promptly.
Review and update corrective-action status weekly.
Close cases only after management authorization and receipt of required documentation.
Complete weekly and monthly reports accurately and on time.
Maintain electronic records in an organized and audit-ready condition.
Protect confidential information at all times.
Maintain appropriate role boundaries regarding incident classification and management decisions.
Request missing documents, return administratively incomplete submissions, maintain regional trackers, issue routine reminders, and escalate overdue requirements as appropriate.
Do not independently determine OSHA recordability, work-relatedness, medical status, disciplinary action, regulatory interpretation, or final case closure.
Refer final classifications and management decisions to authorized Safety leadership, Human Resources, or appropriate management personnel.
Benefits
Health insurance
Dental insurance
Vision insurance
401(k)
Additional Job Details (Commute, Attendance, etc.)
Schedule: Monday through Friday with an anticipated start time between 7:00 a.m. and 8:00 a.m.
Overtime may occasionally be required based on business needs.
This is primarily an office-based administrative position.
Regular and reliable attendance is required.
No travel is required.
Position is based at the assigned regional office.
About Equiliem Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive. Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services. For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience. Benefits We offer a comprehensive benefits package to our employees, which includes:
- Medical Insurance
- Vision & Dental Insurance
- Life Insurance
- Matching 401(k)
- Commuter Benefits
- Employee Discounts & Rewards
- Payroll Payment Options
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EEO Employer
Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050. |
Equiliem
medical insurance, dental insurance, life insurance, vision insurance, 401(k)
Aug 11, 2026