Fleet Safety Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Assist with regulated access operations at ASPCA facilities, which includes handling badge requests, activating/deactivating access cards, and conducting access audits.

• Arrange travel for the Safety Team for site safety committee meetings, evaluations, in-person training sessions, and various projects.

• Oversee the Safety Team's calendar.

• Administer contracts and manage the processing of invoices.

• Organize Site Safety Committee meetings, participate in discussions, take detailed notes, document actionable items, communicate follow-ups, and monitor progress on completion.

• Update and maintain the Safety Team Knowledge Page on Workvivo.

• Aid in the development and formatting of training materials and presentations.

• Monitor compliance filing, training deadlines, and ensure completion of training.

• Manage Safety Team databases, including those for Incident Reporting, Personal Protective Equipment, and Safety Data Sheets.

• Schedule reviews and audits of safety policies, programs, and procedures.

• Organize electronic documentation and ensure compliance with document retention policies.

• Extract and organize data from organizational databases.

• Support employee communications.

• Collaborate with Safety Team members and other departments to address requests and emergencies.

• Build and maintain relationships with internal stakeholders, external vendors, and service providers.

• Report directly to the Vice President of Safety; no direct reports.

⛳️ Requirements

• A High School diploma, GED, or equivalent experience is required.

• Proficiency in Microsoft Office Suite is mandatory.

• Experience in providing administrative support to a team is essential.

• Proven experience collaborating with other teams within an organization or with external stakeholders is required.

• Background in managing calendars and coordinating travel arrangements for others is necessary.

• Experience in organizing electronic files and maintaining databases is required.

• Proficiency in English is required.

• Strong organizational and time management skills are essential.

• Ability to work independently as well as collaboratively across departments and functions is important.

• Excellent written and verbal communication skills are necessary.

• Capability to manage projects, meet deadlines, handle multiple priorities, and ensure follow-through is required.

• Skills in creating and formatting presentations are necessary.

• Ability to embody ASPCA's core values and behavioral competencies is required.

• Experience with Airtable is preferred.

• A minimum of four years of professional experience is preferred.

• Experience that necessitates confidentiality and discretion is highly preferred.

• Background in managing contracts and processing invoices is highly preferred.

• Experience in attending meetings, taking notes, and communicating action items is preferred.

🏝️ Benefits

• Affordable health coverage, including medical, employer-paid dental, and optional vision insurance.

• Flexible paid time off, encompassing vacation days, sick leave, bereavement leave, paid parental leave, 10 company-paid holidays, and personal time off.

• 401(k) plan with a dollar-for-dollar employer match up to 4%.

• An additional 4% employer contribution to retirement plans.

• Opportunities for professional development, which include classes, on-the-job training, coaching, mentorship, internal mobility, and chances to support in the field.