Safety and Facility Coordinator

Position Summary

The Safety & Facility Coordinator supports the Senior Director, Safety, Security & Facilities in administering Thrive Aviation’s environmental health & safety (EHS), security, and facility management programs. This role has two primary focus areas: (1) key control and facility/security access management, and (2) document management and regulatory compliance support. In addition, the Coordinator assists with safety program administration, supports FAA/DOT drug and alcohol compliance, manages facility operations including vendor qualification, and helps prepare for third-party safety audits. This position requires periodic travel between company headquarters and hangar locations to issue keys, conduct safety audits, and oversee facility-related activities.

Key Responsibilities

Key Control & Facility/Security Access

• Maintain control of all facility and aircraft keys in accordance with company security protocols.
• Issue keys to authorized personnel and ensure proper logging and tracking of key assignments.
• Travel between company headquarters and hangar locations to issue keys, collect keys, and perform physical key audits.
• Ensure compliance with security policies and escalate concerns to the Senior Director as needed.

Safety Program Support

• Support the WBAT Safety Reporting System by monitoring reports and preparing summaries.
• Assist with data entry, follow-up tracking, and coordination of corrective actions as related to the Safety Management System (SMS).
• Support EPA compliance by tracking hazardous waste manifests.
• Prepare draft safety bulletins, alerts, and communications for review by the Senior Director.
• Conduct safety audits at hangar and facility locations as directed by the Senior Director.

Drug & Alcohol Program Support

• Assist in maintaining compliance with FAA and DOT drug and alcohol testing program requirements.
• Coordinate with the Senior Director to ensure program conformance, including recordkeeping and scheduling.

Document Management & Policy Control

• Format safety, security, and facility-related policies to meet Thrive formatting and style requirements.
• Maintain the official Controlled Drive repository of policies and procedures.
• Issue controlled documents, track distribution, and maintain version control.
• Prepare and distribute policy change memos to affected employees and departments.
• Ensure document retention aligns with Thrive’s recordkeeping policies and regulatory requirements.

Regulatory & Audit Support

• Support the Senior Director in maintaining company records related to safety, security, and facility operations.
• Organize documentation for third-party safety audits (Wyvern, ARGUS, IS-BAO), including records retrieval and audit preparation.

Facility Operations

• Track and coordinate facility maintenance requests and vendor activities.
• Qualify third-party vendors for use, including collecting W-9 and insurance documentation.
• Support emergency facility repairs and coordinate vendor response.

Administrative & Coordination Duties

• Maintain departmental calendars, schedule meetings, and prepare meeting materials.
• Compile reports, metrics, and presentations for management review.
• Perform other duties as assigned to support the Senior Director’s initiatives.