Job Description

Safety & Fleet Coordinator

REI Engineers is seeking a proactive and organized Safety & Fleet Coordinator to support and strengthen our safety culture across all branches while ensuring effective administration of REI's company vehicle and driving-related programs. This full-time role is ideal for a detail-oriented professional who can lead safety initiatives, coordinate training, support compliance with internal policies and client requirements, and provide consistent follow-through across multiple locations.

The Safety & Fleet Coordinator will serve as the chairperson of the REI Safety Committee and play a key role in promoting safe work environments, reducing incident risk, and ensuring fleet readiness and compliance.

1) Safety Committee Leadership

• Lead and facilitate monthly Safety Committee meetings
• Ensure representation from all REI branches and follow up on action items
• Collaborate with external safety partners (e.g., J.J. Keller)
• Capture and distribute meeting minutes and action-item tracking

2) Training Coordination & Compliance Tracking

• Schedule and manage safety training programs, including OSHA, PPE, CPR/First Aid, defensive driving, and site-specific safety courses
• Track required certifications, expirations, and renewals across field and office staff
• Coordinate training documentation for client/contractor requirements and audits

3) Office Safety Visits & Field Support

• Conduct quarterly safety visits to all REI branch offices (or more frequently as needed)
• Review safety protocols, ensure compliance, and identify opportunities for improvement
• Provide on-site coaching and reinforcement of REI's safety standards
• Support incident prevention by identifying trends, recurring risks, and corrective actions

4) Onboarding & Orientation (Safety)

• Conduct safety orientation for all new hires (in-person and virtual)
• Ensure each new employee receives required safety documentation and training assignments
• Partner with HR/Operations to ensure onboarding checklists include job-specific safety expectations

5) Safety Documentation & Reporting

• Maintain safety manuals, training logs, incident reports, and compliance documentation
• Track and report safety metrics (e.g., incidents, near misses, training completion, corrective actions)
• Recommend improvements based on trends, observations, and committee feedback
• Assist with prequalification packets, safety plans, and safety-related audit preparation

6) Contractor & Client Support

• Respond to safety documentation requests from clients and contractors
• Maintain up-to-date safety records and support client-facing safety requirements
• Coordinate with branch leadership to ensure timely submissions and consistent documentation

7) Fleet Administration & Compliance

• Maintain accurate fleet records (vehicle assignments, registrations, insurance documents, inspection records, maintenance logs)
• Coordinate vehicle onboarding/offboarding when employees are assigned or return company vehicles
• Support compliance with company driving expectations (valid license, acceptable driving record, timely incident reporting)
• Coordinate periodic driver documentation needs (e.g., reminders for license expiration, required forms, policy acknowledgements)

8) Accident Reporting Support

• Support employees and managers with vehicle accident documentation and required reporting timelines
• Collect accident details, coordinate police reports when applicable, and ensure internal submission to HR/Operations for insurance handling
• Track at-fault incidents and coordinate follow-up actions (e.g., refresher driver training when required)

9) Fleet Optimization & Cost Awareness

• Monitor fleet needs and utilization (as directed by leadership)
• Recommend process improvements for vehicle assignment, tracking, and policy adherence

Qualifications

• 35 years of experience in safety coordination within engineering, construction, or field operations environments required
• Familiarity with OSHA regulations and industry best practices
• Demonstrated ability to coordinate training, documentation, and multi-location follow-through
• Fleet/vehicle program administration experience preferred; equivalent operational coordination experience acceptable
• Proficient in Microsoft Office Suite; experience with safety management platforms a plus
• Ability to travel quarterly to branch offices (expenses covered by REI)

Key Competencies

• Initiative and accountability
• Attention to detail and documentation discipline
• Ability to influence and lead without formal authority
• Strong organization, prioritization, and time management
• Professional communication across field and office teams
• Commitment to REI's core values: Integrity, Honesty, Accountability, Relationships, and Opportunities

Work Environment / Physical Demands

• Primarily office-based with periodic travel to branch offices and occasional field/site exposure
• Ability to conduct walk-throughs, observe work areas, and complete on-site assessments as needed

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