Description:
Knight's Companies has an immediate opening for an Administrative Coordinator to provide administrative support to the EHS Department while ensuring that all day-to-day administrative functions are performed accurately and confidentially.
Job Duties:
- Perform all job functions in accordance with company & EHS policies and procedures at all times.
- Prepare all new hire files for all applicable new hires prior to their start date.
- Create Driver Qualification files and create a new profile in JJ Keller.
- Create new hire Medical Vehicle Record and Training files using on-board documentation.
- Create new driver profiles in SmartDrive.
- Manage and update Medical Vehicle Record and Training files. Assist in the ordering of Annual Company Driver Motor Vehicle Records. File completed reviews.
- Manage and update driver information for all CDL holders in Encompass software.
- Receive Road Evaluations and signed certificates from Smith System trainers. Complete documentation. File and distribution of reports as necessary.
- Prepare and send out regular Expiration Reports to managers, supervisors, and all safety staff.
- Coordinate with drivers, supervisors, and occupational partners to schedule Medical Certification renewal appointments for CDL holders.
- Manage file systems for active and terminated employees per company, OSHA, and DOT retention requirements.
- Manage Termination documentation, to include pulling of training, medical, and DQ files; close out in SmartDrive and Encompass software.
- Complete and file annual Clearinghouse queries for all Commercial Drivers. Report flagged reports to Fleet Safety Manager immediately.
- Assist with the maintenance and distribution of PPE.
- Perform regular inventories.
- Prepare reorders for Fleet Safety Manager prior to being sent to Purchasing.
- Record and distribute PPE as needed.
- Assist EHS department in the scheduling of Environmental Recycling Services for all locations.
- Issue and collect Subcontractor Safety Handbook signature pages and file.
- Record all completed trainings on Training Matrix.
- Box up and archive old files, record on tracking spreadsheet.
- Assist in tracking Injuries, property and claims damage, and report vehicle repair progress and Near Misses to Fleet Safety Manager.
- Receive walk-in requests and telephone inquiries from a variety of external individuals and internal colleagues. Initiate and receives telephone calls, provides information and resolves matters as appropriate, or routes calls as appropriate.
- Perform other duties as assigned.
Minimum Requirements:
- Must exhibit a high level of confidentiality and integrity, observing all Federal, State, and Local regulations relating to personal, medical, and accident information.
- Minimum of a high school diploma with 3 years of clerical experience.
- Prior administrative experience in transportation, logistics, or other-related industry preferred but not required.
- Prior administrative experience in Health Safety and Environmental role preferred but not required.
- Questioning, can do, positive, flexible attitude to the work environment desired.
- Ability to effectively communicate with and work across divisions and departments.
- Ability to work independently and be self-motivated.
- High level of organizational skills.
- Proficient in using a computer and Microsoft Office (Outlook, Word, Excel, PowerPoint etc.).
- Ability to prioritize and manage multiple tasks, changing priorities as necessary.
- Ability to work under time pressure and adapt to changing requirements with a positive attitude.
- Effective oral and written communication skills as required for the position.
Physical Demands:
- Ability to safely lift a minimum of 25 lbs.
- Ability to sit for long periods, stand, walk, type, carry, kneel, ascend and descent stairs, and bend.
- Ability to work primarily indoors with occasional work outdoors in multiple types of weather / environmental conditions.
Equal Opportunity Employer / Drug Free Workplace
PI