Job Summary
The Safety & Workers’ Compensation Administrator supports companywide safety and injury management programs through consistent coordination, documentation, and communication. This role works closely with the Safety Manager, site leaders, employees, and claims adjusters to maintain accurate safety training records, organize compliance materials, and assist with policy and program implementation. The Administrator works closely with Regional HR Managers to coordinate and support day-to-day workers’ compensation claim activity, ensures timely reporting, and supports return-to-work efforts. This position helps reinforce a safe work environment and provides responsive, professional support across all locations.
Primary Responsibilities
Safety Administration
• Coordinate the completion of Quarterly Site Safety Checklists with all site managers, ensuring timely submission, review, and follow-up on outstanding action items.
• Partner with the Safety Manager to evaluate, select, and approve new or updated personal protective equipment (PPE).
• Monitor and promptly respond to inquiries directed to the Safety and Workers’ Compensation inboxes.
• Provide backup support to the Safety & Fleet Compliance Coordinator, including assistance with delivery driver onboarding.
• Develop and distribute Monthly Site Safety Meeting topics and weekly tailgate topics; audit sites to verify completion and documentation.
• Attend Safety Committee meetings, record discussion points, and ensure follow-up on assigned action items.
• Maintain and organize safety compliance documents, forms, and policies on the company server to ensure accurate and efficient access.
• Collaborate with the Safety Manager on translating safety-related company policies and materials from English to Spanish.
• Manage and update employee safety training records within Cornerstone, ensuring accuracy, timely completion, and adherence to regulatory deadlines.
• Support the maintenance of safety calendars and monitor compliance-related deadlines to ensure timely completion of activities.
• Perform general clerical and administrative duties, including data entry, document preparation, and responding to safety-related inquiries.
• Support site managers by assisting with employee safety training to ensure understanding, consistency, and compliance across all locations.
• Assist with reviewing and administering the Safety Incentive Program.
• Provide limited administrative backup support to the Fleet & Driver Compliance Coordinator, including assistance with fleet and driver onboarding documentation during absences or peak workload periods.
Workers Compensation Administration
• Provide ongoing oversight, tracking, and maintenance of all workers’ compensation claims from initial report through closure.
• Work in close partnership with Regional HR Managers to coordinate communication between employees, workers’ compensation claims adjusters, company managers, and medical providers.
• Educate and support managers on workers’ compensation processes, protocols, timelines, and best practices.
• Maintain and update OSHA logs in accordance with federal and state regulatory requirements.
• Organize, maintain, and securely retain all workers’ compensation files in compliance with company standards and applicable laws.
• Facilitate consistent communication between employees and claims adjusters to support timely case progression, treatment coordination, and return-to-work efforts.
• Ensure timely submission, logging, and tracking of required documentation through the workers’ compensation reporting portal.
• Perform other duties as assigned in support of the Safety and Workers’ Compensation functions.
Experience & Other Requirements
• 3+ years of experience in safety administration, workers’ compensation administration, HR coordination, or a related field.
• Experience supporting safety programs, compliance activities, or incident reporting in a multi-site environment preferred.
• Familiarity with OSHA regulations, workers’ compensation processes, and basic safety practices.
• Experience with learning management systems (e.g., Cornerstone) and safety document management a plus.
• Bilingual English/Spanish strongly preferred due to the company’s multilingual workforce.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and follow-up items.
• Excellent written and verbal communication skills, including the ability to communicate effectively with employees, managers, claims adjusters, and medical providers.
• High attention to detail and accuracy in documentation, data entry, and regulatory recordkeeping.
• Ability to exercise discretion, maintain confidentiality, and handle sensitive information appropriately.
• Strong customer-service mindset and ability to build cooperative working relationships across departments and locations.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort working in databases, reporting portals, and HRIS/LMS platforms.
• Ability to learn and apply safety policies, regulatory requirements, and workers’ compensation procedures.
Work Environment & Physical Requirements
This is a full-time, in-office position. Remote or work-from-home arrangements are not available, except for short-term, business-driven exceptions that require prior approval from upper management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
While performing the duties of this position, the employee is regularly required to:
• Remain in a stationary position (sitting or standing) for extended periods
• Perform extensive typing, data entry, and 10-key use
• Use hands and fingers for fine motor tasks, including typing, filing, and operating office equipment
• Perform gross grasping and manual handling of documents or materials
• Communicate effectively, both verbally and in writing
The employee will frequently work in both office and nursery yard environments and may be exposed to outdoor weather conditions, uneven ground surfaces, and typical nursery operating conditions when visiting sites.
The position requires sufficient visual acuity, manual dexterity, and physical mobility to perform the essential duties effectively in office-based and field environments. The employee must be able to lift up to 20 pounds, approximately 20% of the time.
A valid driver’s license and reliable transportation are required for occasional travel to company sites. Regular, dependable attendance is required.
“All new hires must complete the Form I-9 verification process, and employment eligibility will be confirmed through E-Verify.”