Job Profile: Environmental Health & Safety Admin

Job Overview

The Environmental Health & Safety (EHS) Admin serves as the central nervous system for an organization's risk management and compliance infrastructure. In the high-stakes cannabis sector, this role is the primary custodian of the data, documentation, and processes that shield the company from crippling regulatory fines, litigation, and insurance premium inflation. The position requires a unique fusion of meticulous organizational skills and robust interpersonal communication to translate complex EHS programs and initiatives into auditable, actionable records. The EHS Admin ensures that every safety training session, every inspection, every corrective action, and every regulatory filing is flawlessly documented and instantly retrievable. They are the architects and guardians of the company's compliance memory, a function essential for survival and growth in an industry under constant scrutiny from agencies like OSHA, the EPA, and state-level cannabis control boards.

Operating within the Finance, Insurance & Administration sector, the EHS Admin's work has a direct and measurable impact on the company's financial health. Proper record keeping and administrative management of EHS programs are prerequisites for obtaining and maintaining favorable insurance coverage. Underwriters for cannabis operations demand verifiable proof of a mature safety culture, which is demonstrated through the very compliance records this role manages. Failure to produce a complete training roster for hazardous materials handling or an accurate OSHA 300 log can result in denied claims, policy cancellations, or exorbitant premiums. This role, therefore, is not merely clerical; it is a strategic function that underpins the organization's insurability and financial resilience. The EHS Admin transforms safety activities into a tangible asset: a comprehensive, defensible portfolio of due diligence.

A Day in the Life

The day for an EHS Admin begins in the digital realm, reviewing the EHS management software dashboard. The first task is to process incident reports from the previous 24 hours. An entry from the cultivation department describes a near-miss where an employee nearly slipped on a wet floor near a fertigation mixing station. The Admin logs the event, assigns a formal case number, and cross-references the area's inspection log. Using strong interpersonal skills, they email the Cultivation Manager and the Facilities lead, scheduling a brief follow-up meeting to discuss the implementation of a corrective action, such as installing permanent anti-slip flooring. Every step is documented within the system, creating a clear audit trail of the company's response to an identified hazard.

Mid-morning is dedicated to proactive compliance management. The training calendar shows that five new post-harvest technicians require their initial Hazard Communication training. The EHS Admin coordinates with the department manager to find a two-hour window that minimizes disruption to trimming and packaging schedules. They book the conference room, send out calendar invitations with required pre-reading materials, and prepare the physical sign-in sheets and training completion certificates. This logistical support is crucial for the success of EHS initiatives, ensuring that programs are executed smoothly and that participation is accurately recorded for compliance purposes.

After lunch, the focus shifts to documentation control, a core component of record keeping. The procurement team has approved a new, more effective cleaning agent for the extraction lab's ancillary areas. The EHS Admin contacts the vendor to secure the Safety Data Sheet (SDS) for this new chemical. Upon receipt, they execute a formal change control process. The new SDS is uploaded to the central digital repository, the master chemical inventory list is updated, and a printed, laminated copy is delivered to the extraction department's 'Right-to-Know' station. The SDS for the old, now obsolete chemical is formally archived, not deleted, to maintain historical records of past chemical exposures. This meticulous process ensures that employees always have access to current chemical safety information, a fundamental OSHA requirement.

The afternoon involves preparing for the upcoming quarterly Safety Committee meeting. The EHS Admin is responsible for creating the data packet for the leadership team. They pull key metrics from the EHS software, generating reports on leading indicators (like the number of safety observations submitted) and lagging indicators (like the Total Recordable Incident Rate). They analyze the data, identifying a slight uptick in ergonomic-related complaints from the packaging team. They build a simple chart to visualize this trend and add it to the meeting agenda, ensuring the committee can have a data-driven discussion. This administrative work is essential for the continuous improvement cycle, transforming raw data into business intelligence that guides EHS programs and strategic decisions.

Core Responsibilities & Operational Impact

The EHS Admin's responsibilities are foundational to the organization's operational stability and are organized into three key domains:

1. Compliance Record & Documentation Management

• OSHA Log Administration: Accurately maintaining the OSHA 300 Log of Work-Related Injuries and Illnesses, the 301 Incident Report, and completing the annual 300A Summary. This is a non-negotiable federal requirement and a primary focus of regulatory inspections. Impeccable record keeping here is the first line of defense against citations.
• Training Record Custodianship: Managing a comprehensive database of all employee EHS training. This includes scheduling sessions, tracking attendance, storing completion certificates, and monitoring expiration dates for recurring training like respirator fit testing or forklift operation. This ensures a provably competent workforce.
• Safety Data Sheet (SDS) Library Management: Controlling the master inventory of all hazardous chemicals on site. The Admin ensures that the SDS for every substance, from cultivation nutrients to extraction solvents, is current, accessible to all employees, and compliant with OSHA's Hazard Communication Standard.
• Hazardous Waste Manifest Tracking: Meticulously filing and tracking all manifests associated with the disposal of cannabis and chemical waste. This documentation is critical for proving compliance with both EPA regulations and state-specific cannabis waste disposal rules, preventing accusations of product diversion.

2. EHS Program Coordination & Support

• Safety Committee Logistics: Acting as the administrative backbone for the facility's Safety Committee. This involves scheduling meetings, preparing and distributing agendas, taking detailed minutes, and tracking action items assigned during the meetings. This ensures the committee is effective and its work is documented.
• Inspection & Audit Scheduling: Coordinating the scheduling of all internal and external EHS audits and inspections. The Admin works with department heads to ensure operational teams are prepared and that all necessary compliance records are compiled and ready for review.
• EHS Communications Hub: Serving as a primary point of contact for employees' safety-related administrative questions. The Admin also assists in drafting and distributing safety communications, such as safety alerts, monthly newsletters, or updates to EHS policies, fostering a well-informed workforce.

3. Corrective Action & Performance Data Management

• Corrective Action (CAPA) Tracking: Managing the central database for all Corrective and Preventive Actions. When an incident investigation or audit identifies a needed improvement, the Admin logs it, assigns it to the responsible party, and tracks it to completion. This function is vital for driving continuous improvement and preventing recurring incidents.
• Data Compilation & Reporting: Gathering data from various sources (e.g., incident reports, inspection checklists, safety observations) to compile periodic EHS performance reports. This administrative work provides the leadership team with the quantitative insights needed to assess the health of the EHS program.
• Document Support for Incident Investigations: Assisting EHS specialists and managers during incident investigations by quickly retrieving relevant documentation. This could include the employee's training history, the maintenance record for a piece of equipment, or the SDS for a chemical involved, accelerating the root cause analysis process.

Strategic Impact Analysis

The EHS Admin's administrative functions directly influence the company's performance across multiple strategic vectors:

Chain of Command & Key Stakeholders

Reports To: This position typically reports to the EHS Manager, Director of Compliance, or Risk Manager. The reporting structure emphasizes the role's function in supporting a broader risk management and compliance strategy.

Similar Roles: Professionals with experience as a Compliance Coordinator, Quality Assurance (QA) Administrator, Regulatory Affairs Associate, or Legal Assistant/Paralegal in a regulated industry possess the core competencies for this role. These positions all share a heavy emphasis on document control, process management, scheduling, and meticulous record keeping within a structured compliance framework.

Works Closely With: This position requires extensive collaboration across the organization, particularly with Human Resources (for training and employee records), Department Managers (for scheduling and corrective action follow-up), and the Facilities/Maintenance Team (for inspection and work order documentation).

Technology, Tools & Systems

The modern EHS Admin leverages technology to create an efficient and error-resistant compliance system:

• EHS Management Software: Daily use of platforms (like EHS Insight, Cority, or industry-specific solutions) to log incidents, track corrective actions, manage audits, and generate performance reports. Proficiency here is essential.
• Learning Management Systems (LMS): Administering the EHS module of an LMS to assign online training courses, track completion rates, and manage employee training profiles automatically.
• Document Control Systems: Utilizing platforms like SharePoint or specialized document control software to manage versions of SOPs, policies, and safety manuals, ensuring employees are always accessing the most current documents.
• Microsoft Office Suite: Advanced proficiency in Excel, Word, and PowerPoint is critical for creating reports, managing spreadsheets for tracking purposes, and developing communication materials.

The Ideal Candidate Profile

Transferable Skills

Professionals from other highly regulated fields are exceptionally well-suited to transition into this cannabis industry role:

• Pharmaceutical/Biotech Administration: Experience managing FDA-mandated documentation, Good Documentation Practices (GDP), and training records for GMP environments is directly transferable to the cannabis compliance landscape.
• Food & Beverage Quality Assurance: A background in administering HACCP plans, managing sanitation records, and tracking supplier compliance documentation aligns perfectly with the need for meticulous process control in cannabis.
• Legal/Paralegal Services: Skills in case file management, evidence organization, and tracking deadlines are analogous to managing incident files, audit records, and regulatory reporting calendars.
• Environmental Consulting Support Staff: Experience in compiling technical reports, tracking environmental permits, and managing project documentation for clients provides a strong foundation for managing internal EHS compliance records.

Critical Competencies

The role demands a specific set of professional behaviors and abilities:

• Procedural Discipline: An unwavering commitment to following established processes for record keeping and data entry. The ability to execute tasks with high accuracy and consistency is paramount.
• Proactive Communication: The skill to not only respond to requests but to anticipate needs, send reminders for deadlines, and diplomatically follow up on open items without needing constant direction. Excellent interpersonal skills are key.
• Information Management: The ability to organize large amounts of information in a logical, structured, and easily retrievable manner. This involves both digital file management and, in some cases, physical record keeping.
• Discretion and Confidentiality: Handling sensitive information related to employee injuries and compliance issues requires a high degree of professionalism and trustworthiness.

Top 3 Influential Entities for the Role

These organizations create the compliance framework that this role operates within:

• Occupational Safety and Health Administration (OSHA): The primary federal agency whose standards for workplace safety, such as Hazard Communication and record keeping (29 CFR 1904), are the bedrock of the EHS program. The EHS Admin's work is focused on creating the documentation to prove compliance with these standards.
• State Cannabis Regulatory Agencies: Entities like California's Department of Cannabis Control (DCC) or Colorado's Marijuana Enforcement Division (MED). These bodies set forth highly specific rules for waste management, facility security, and employee training that require diligent tracking and record keeping.
• Environmental Protection Agency (EPA): The federal body that governs hazardous waste disposal (RCRA) and pesticide use (FIFRA). The EHS Admin must manage the manifests and records that demonstrate the company's compliance with these critical environmental regulations.

Acronyms & Terminology