Admin - Administrative Assistant
Helix Traffic Solutions LLC
University of South Florida, Tampa, FL 33620, USA
4/18/2026
Administrative Assistant
Full time
Summary:
The Safety Administrative Assistant supports the Safety Department by monitoring Samsara telematics data to identify at-risk driving behaviors and generate safety reports.
This role is responsible for reporting and managing vehicle and equipment accident claims, including coordinating subrogation efforts to recover costs for damaged company assets. The position maintains accurate safety, fleet, and training records and supports corrective action follow-up and compliance activities.
Additionally, the role provides administrative support to the Safety and Operations teams through training coordination, scheduling, documentation, and communication. This position plays a key role in promoting safe operations, reducing risk, and controlling loss.
Essential Duties and Responsibilities:
• Monitor Samsara telematics and camera data to identify at-risk driving behaviors, trends, and safety concerns.
• Track subrogation progress and confirm recovery of funds owed to the company.
• Review safety events including speeding, harsh braking, distraction, seatbelt use, following distance, and other risk indicators.
• Generate routine safety reports and provide findings to the Safety and Operations teams.
• Track driver safety performance and assist with documentation of coaching, corrective actions, and follow-up.
• Escalate high-risk or repeat safety events in accordance with company safety policies.
• Report, document, and manage vehicle and equipment accident claims from initial notification through closure.
• Maintain accurate accident, claim, and loss records, including photographs, statements, reports, and supporting documentation.
• Track claim status, reserves, and outcomes and provide periodic claim summaries to management.
• Address and manage subrogation claims to ensure recovery of costs related to damaged company vehicles, equipment, or property.
• Coordinate with insurance carriers, third parties, and legal representatives as needed to support subrogation efforts.
• Creating spreadsheets, managing databases, and preparing presentations.
• Support Safety and Operations departments with filing and data entry when necessary.
• Track training dates and expiration of employee training certs
• Assists with New Hire Orientation as needed.
• Facilitate New Hire Safety Orientation as needed.
• Assist with any other tasks as determined by the safety team as well as management team when needed.
Education and Experience:
• High school diploma or GED required
• Minimum 2-3 years of administrative, safety, fleet, insurance, or risk-related experience
• Proven experience with data tracking, reporting, and record management
• Strong computer skills, including:
• Microsoft Excel (data entry, filters, basic formulas)
• Microsoft Word and Outlook
• Ability to learn and navigate web-based platforms and databases
• Basic graphic design knowledge (PPT, Photoshop, Video Editing, etc)
• Preferred (Not Required, but Strongly Valued)
• Associate's or Bachelor's degree in:
• Business Administration
• Safety Management
• Risk Management
• Criminal Justice, Transportation, or a related field
• Or Experience with:
• Telematics systems (Samsara strongly preferred)
• Fleet safety or driver monitoring programs
• Accident or insurance claims processing
• Subrogation or cost recovery related to damaged equipment
• Experience in construction, traffic control, utilities, or transportation environments
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Activities require a significant amount of sitting at office and work desks and in front of a computer monitor.
• Regularly required to verbally communicate, listen, and give presentations as needed.
• Some walking and standing relative to interaction with other guests, employees, and applicants.
Working Environment:
• General office environment: Works generally at a desk in a well-lighted, air-conditioned cubicle/office, with moderate noise levels.
• Occasional work from home as needed
• Long-distance or air travel as needed - less than 20% travel.
The Safety Administrative Assistant supports the Safety Department by monitoring Samsara telematics data to identify at-risk driving behaviors and generate safety reports.
This role is responsible for reporting and managing vehicle and equipment accident claims, including coordinating subrogation efforts to recover costs for damaged company assets. The position maintains accurate safety, fleet, and training records and supports corrective action follow-up and compliance activities.
Additionally, the role provides administrative support to the Safety and Operations teams through training coordination, scheduling, documentation, and communication. This position plays a key role in promoting safe operations, reducing risk, and controlling loss.
Essential Duties and Responsibilities:
• Monitor Samsara telematics and camera data to identify at-risk driving behaviors, trends, and safety concerns.
• Track subrogation progress and confirm recovery of funds owed to the company.
• Review safety events including speeding, harsh braking, distraction, seatbelt use, following distance, and other risk indicators.
• Generate routine safety reports and provide findings to the Safety and Operations teams.
• Track driver safety performance and assist with documentation of coaching, corrective actions, and follow-up.
• Escalate high-risk or repeat safety events in accordance with company safety policies.
• Report, document, and manage vehicle and equipment accident claims from initial notification through closure.
• Maintain accurate accident, claim, and loss records, including photographs, statements, reports, and supporting documentation.
• Track claim status, reserves, and outcomes and provide periodic claim summaries to management.
• Address and manage subrogation claims to ensure recovery of costs related to damaged company vehicles, equipment, or property.
• Coordinate with insurance carriers, third parties, and legal representatives as needed to support subrogation efforts.
• Creating spreadsheets, managing databases, and preparing presentations.
• Support Safety and Operations departments with filing and data entry when necessary.
• Track training dates and expiration of employee training certs
• Assists with New Hire Orientation as needed.
• Facilitate New Hire Safety Orientation as needed.
• Assist with any other tasks as determined by the safety team as well as management team when needed.
Education and Experience:
• High school diploma or GED required
• Minimum 2-3 years of administrative, safety, fleet, insurance, or risk-related experience
• Proven experience with data tracking, reporting, and record management
• Strong computer skills, including:
• Microsoft Excel (data entry, filters, basic formulas)
• Microsoft Word and Outlook
• Ability to learn and navigate web-based platforms and databases
• Basic graphic design knowledge (PPT, Photoshop, Video Editing, etc)
• Preferred (Not Required, but Strongly Valued)
• Associate's or Bachelor's degree in:
• Business Administration
• Safety Management
• Risk Management
• Criminal Justice, Transportation, or a related field
• Or Experience with:
• Telematics systems (Samsara strongly preferred)
• Fleet safety or driver monitoring programs
• Accident or insurance claims processing
• Subrogation or cost recovery related to damaged equipment
• Experience in construction, traffic control, utilities, or transportation environments
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Activities require a significant amount of sitting at office and work desks and in front of a computer monitor.
• Regularly required to verbally communicate, listen, and give presentations as needed.
• Some walking and standing relative to interaction with other guests, employees, and applicants.
Working Environment:
• General office environment: Works generally at a desk in a well-lighted, air-conditioned cubicle/office, with moderate noise levels.
• Occasional work from home as needed
• Long-distance or air travel as needed - less than 20% travel.