HSE Compliance Administrator / Safety Coordinator

Introduction

The HSE Compliance Administrator / Safety Coordinator supports legal compliance, reduces operational risk and keeps safety documentation audit-ready. The role combines accurate administration with active factory-floor involvement to ensure that statutory inspections, risk controls, training records, contractor requirements, incident reporting and corrective actions are coordinated, tracked and escalated effectively.

This is a hands-on compliance and coordination role suited to an organised, proactive individual with experience in a manufacturing, FMCG, food-processing or factory environment. The incumbent will work closely with operations, maintenance, engineering, quality, HR, contractors and site supervision while ensuring that HSE matters are consistently reported to the HSE Manager.

The role reports directly to the HSE Manager and works closely with production, maintenance, engineering, quality, HR, contractors and supervisors. Serious risks, incidents, statutory compliance concerns, audit findings, unresolved corrective actions and repeated non-compliance must be reported directly to the HSE Manager.

Duties & Responsibilities

• Legal Compliance and Documentation: Maintain HSE files, legal appointments, risk registers, permits, certificates, inspection records, training records, audit evidence and compliance documentation in an organised, current and audit-ready state.

• OHS Act and Regulatory Support: Support implementation of the Occupational Health and Safety Act 85 of 1993, applicable regulations, company HSE procedures and site-specific safety standards, including requirements linked to plant, machinery, risk control, training, supervision and record keeping.

• Factory-Floor Safety Monitoring: Conduct routine safety inspections across operational areas to identify unsafe acts, unsafe conditions, housekeeping concerns, PPE non-compliance, blocked emergency equipment and other risk exposures.

• Corrective and Preventive Actions: Track, follow up and close out corrective and preventive actions with supervisors, maintenance, contractors and employees, escalating overdue or unresolved actions to the HSE Manager.

• Risk Assessments and Safe Work Controls: Coordinate and support risk assessments, task observations, safe work procedures, job safety analyses, toolbox talks and practical risk-reduction initiatives.

• High-Risk Equipment and Process Controls: Monitor compliance linked to boilers, pressure equipment, ammonia refrigeration systems, industrial fryers, hot work, confined spaces, lockout procedures, hazardous chemical handling and emergency preparedness.

• Statutory Inspections and Certification: Track statutory inspections, service records, certificates and expiry dates for critical equipment such as pressure vessels, lifting equipment, fire equipment, gas systems, safety valves, emergency systems and other regulated plant or machinery.

• Contractor and Permit Control: Assist with contractor safety files, inductions, permit-to-work controls, site access approvals, Section 37(2) documentation where applicable and ongoing contractor compliance monitoring.

• Incident and Non-Conformance Reporting: Capture, record and report incidents, near misses, first-aid cases, injuries on duty, spills, equipment failures and HSE non-conformances accurately and on time.

• Investigations and Lessons Learned: Assist with incident investigations, root-cause analysis, corrective action plans, trend review and communication of lessons learned to relevant departments.

• Training and Competency Records: Coordinate safety inductions, refresher training, toolbox talks, medicals, competency records, contractor training requirements and the site training matrix.

• Reporting and Meetings: Prepare monthly HSE statistics, compliance reports, safety meeting minutes, audit findings, action trackers and safety communication notices.

• Safety Meeting Coordination: Arrange safety meetings by preparing agendas, confirming attendance, recording minutes, distributing action items and following up on action close-out.

• Emergency Preparedness: Support emergency drills, evacuation planning, spill-response readiness, fire-team coordination, first-aid team administration and emergency equipment checks.

• Audits and Inspections: Participate in internal audits, compliance checks, customer audit preparation and external inspection readiness.

• Safety Culture and Communication: Promote a positive safety culture through safety alerts, toolbox topics, awareness campaigns, notices, lessons learned and visible support to supervisors and employees.

Desired Experience & Qualification

• Grade 12 / Matric is required.

• Certificate or diploma in Occupational Health and Safety, SAMTRAC, HIRA, Incident Investigation, Risk Assessment, SHE Representative, First Aid, Fire Fighting or similar training will be advantageous.

• 2–3 years’ experience in HSE administration, safety coordination or compliance support within a manufacturing, FMCG, food-processing or factory environment.

• Working knowledge of the Occupational Health and Safety Act 85 of 1993 and relevant South African safety regulations.

• Practical exposure to boilers, pressure equipment, ammonia refrigeration systems, industrial fryers, hot work, lockout procedures, hazardous chemical controls and factory maintenance activities will be a strong advantage.

• Strong document-control capability, including registers, permits, certificates, contractor files, inspection records, training evidence and action trackers.

• Good computer literacy, including Microsoft Word, Excel, Outlook and electronic HSE reporting or tracking systems.

• Good written and verbal communication skills, including the ability to prepare reports, meeting minutes, toolbox talks, notices and action trackers.

• Confident, organised and proactive, with the ability to work constructively with supervisors, employees, contractors and management.

Key Competencies

• High attention to detail and strong administrative discipline.

• Visible, hands-on presence on the factory floor.

• Confidence to follow up on non-compliance with supervisors, contractors and employees.

• Practical understanding of factory hazards, production pressures and operational risk.

• Ability to prioritise urgent safety risks and escalate issues timeously.

• Good written and verbal communication skills.

• Strong planning, organising, follow-up and record-keeping skills.

• Ability to maintain calm, factual and professional communication during incidents, audits and inspections.

• Commitment to continuous improvement and a positive safety culture.

Key Performance Indicators

• Statutory inspections, certificates and service records are tracked and completed before expiry.

• HSE files, registers, permits, training records and contractor documentation remain current and audit-ready.

• Corrective and preventive actions are followed up and closed within agreed timeframes.

• Monthly HSE statistics, reports, meeting minutes and action trackers are submitted accurately and on time.

• Safety meeting actions are allocated, monitored and escalated where closure is delayed.

• Incidents, near misses, first-aid cases and non-conformances are recorded accurately and escalated appropriately.

• Training matrix, induction records, competency records and medical requirements are maintained and updated.

• Factory-floor inspections are completed as scheduled, with findings documented and followed up.

• Contractor safety files, permits and access controls are checked before work begins and monitored during work activities.

Authority and Escalation

The HSE Compliance Administrator / Safety Coordinator must raise and escalate unsafe conditions, unsafe acts, serious risks, overdue corrective actions, repeated non-compliance and contractor concerns through the HSE Manager and applicable site management processes. Where immediate danger is identified, the incumbent must es