Provider of professional vacuum and hydro‑excavation services for subsurface infrastructure across North America.
Track compliance metrics and support reporting and trend analysis
Collect, review, and track training documentation to ensure compliance
Monitor and update safety, training, and compliance records across internal systems and third-party platforms
Handle confidential and sensitive information with discretion and professionalism
Maintain driver qualification (DQ) files, including CDL verification, medical certificates, MVRs, and drug & alcohol testing coordination, as applicable
Assist with internal audits and ongoing compliance reviews
Monitor background checks and drug screens and update HR and applicant tracking systems
Maintain employee training profiles within KPA Safety Management Software
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.
Prepare agendas and meeting minutes for Safety meetings
Provide professional administrative support via phone, email, and internal communication
Assist with Workers’ Compensation claims and vehicle accident insurance documentation and tracking
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.
Manage contractor pre-qualification and safety platforms (ISNetworld, Avetta, MSDS Online)
Coordinate employee training, certifications, and renewals, including OQs and site-specific requirements (BNSF, Amtrak, eRailSafe, etc.)
Ensure accuracy and completeness of safety and compliance documentation to support audit readiness
Support incident documentation and assist with corrective action plans under Safety leadership guidance
Strong organizational, multitasking, and time-management skills
Experience supporting driver qualification files, audits, or compliance documentation
Ability to work independently while collaborating across teams
Clear written and verbal communication skills
High attention to detail and commitment to data accuracy
Strong communication and collaboration are expected regardless of location.
Ability to manage confidential and compliance-related information
3+ year of administrative experience in Safety, HR, DOT compliance, or a regulated environment
Familiarity with safety management systems or contractor pre-qualification systems
Proficiency with Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
Paid Vacation, Sick & Safe Leave
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.
401(k) with company match
Opportunities for professional growth and development
Kent, WA–based candidates:Hybrid role working onsite 4 days per week, with the option to work remotely 1 day per week.
Medical, Dental, Vision, Life, LTD, and EAP benefits
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.
Hourly pay range: $25.00 – $34.00 per hour, based on experience