Safety & Compliance Admin Assistant

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.

• Maintain driver qualification (DQ) files, including CDL verification, medical certificates, MVRs, and drug & alcohol testing coordination
• 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
• 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
• 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
• 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

Requirements

• 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)
• 3+ years 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

Benefits

Work Location & Flexibility: This position offers flexibility based on candidate location. Kent, WA-based candidates work a hybrid schedule with four days onsite and one day remote, while non-local candidates may work fully remote if they reside 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.

Why Pro-Vac: At Pro-Vac, safety isn’t just a requirement — it’s a core value. The 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.

• Hourly pay range: $25.00–$34.00 per hour, based on experience
• Medical, Dental, Vision, Life, LTD, and EAP benefits
• Paid Vacation, Sick & Safe Leave
• 401(k) with company match
• Opportunities for professional growth and development

Training + Development

Interview process

Visa Sponsorship

Security clearance