Department Administrator, Safety
Employer not yet confirmed · Pasadena, California, United States · onsite
Job Summary:
The Department Administrator, Safety is responsible for executing a variety of essential administrative and operational duties to support daily department functions and team goals. This role requires flexibility, strong organizational skills, and a proactive approach to handling general administrative tasks, coordinating team schedules, maintaining documentation, and assisting with special projects across departments as needed. Familiarity with industry safety standards and OSHA/regulatory compliance is preferred.
Must be able to work on-site in our Pasadena office Monday - Friday.
Essential Duties and Responsibilities:
- Meeting & Event Coordination: Schedule and coordinate meetings and other events, assemble meeting materials, send invites, set agendas, order catering when needed, take meeting notes, and follow up on general action items. Coordinate travel plans.
- Document Preparation: Assist in drafting, formatting, and proofreading general correspondence, reports and presentations from drafts or notes.
- Departmental Support: Provide inter-departmental administrative support on special projects, committees, and company events or celebrations.
- Task Management: Proactively identify daily administrative needs, prioritize tasks, and resolve routine operational questions or direct them to the appropriate team members.
- Purchasing: Order and purchase office supplies, PPE, event items and other products as needed.
Position Requirements (Work Experience, Skills, Licenses, etc.):
- Communication & Detail: Strong written and verbal communication skills with a focus on accuracy, document formatting, and data organization.
- Organization & Multitasking: Well-organized with the proven ability to prioritize tasks and support multiple projects or team members simultaneously.
- Technical Skills: Proficient in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Google Calendar, Google Docs). Familiarity with Adobe Acrobat or PDF editing software. Experience with Avetta, ISNetworld, Hotwire, etc.
- Work Ethic & Collaboration: Reliable attendance, strong team-player mindset, and the ability to work effectively in a fast-paced environment.
- Familiarity with industry safety standards and OSHA/regulatory compliance is preferred.
Education and Experience:
- High school diploma required; Associate or Bachelor’s degree preferred (or equivalent work experience).
- 2+ years of general administrative or office coordination experience, preferably in a construction, engineering, or contracting environment.
ACCO Competencies:
- Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.
- Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
- Insight: The ability to gather and make sense of information that suggests new possibilities.
- Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
- Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
- Big Picture: Understands and contributes to organizations’ short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
- Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility.
- Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
- Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.
Hours:
Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.
Physical Demands:
(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- Ability to move or transport equipment up to 25 lbs. with or without reasonable accommodation.
- Specific vision abilities are often required, including close, distance, color, and peripheral vision, as well as the ability to adjust focus.
- Ability to stand, walk, and climb stairs or ladders for extended periods, often over various and uneven terrains.
- Use of hands and fingers for tasks such as tool use, equipment operation, and typing.
- Ability to inspect equipment in various positions/confined areas.
- Must be able to work in varying climate conditions, including heat and cold.
- Must be able to work safely at heights exceeding 20 feet and within permit-required confined spaces while wearing all necessary personal protective equipment (PPE) for extended periods
- Occasionally required to stand; walk and stoop, kneel, crouch.
Competitive Wages:
$23 to $30 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.
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