HSE & Fleet Systems and Reporting Coordinator

Want to be part of one of the country’s fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the world’s water cleaner and we’re growing every day! We think BIG about solving the world’s toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded by a culture that puts your safety first in all we do. If you like a fast- paced environment, a team structure that provides support, training, and development, then apply today!

Position Overview:

The HSE & Fleet Systems and Reporting Coordinator is responsible for maintaining Health, Safety & Environment (HSE) and fleet management software systems, producing accurate and timely reports, and supporting insurance and incident claims. This role ensures data integrity, regulatory compliance, and effective reporting to support operational, safety, and risk management outcomes across the organization.

Key Responsibilities:

HSE & Fleet Software Management

Maintain and administer HSE and fleet management software systems, including user access, data quality, and system configuration

Act as the primary point of contact for system-related issues, troubleshooting, and user support

Coordinate system updates, enhancements, and integrations with vendors and internal stakeholders

Ensure accurate and timely entry of HSE, incident, vehicle, and maintenance data

Reporting & Data Analysis

Develop, maintain, and distribute regular HSE and fleet performance reports (e.g., incidents, near misses, compliance, vehicle utilization, costs)

Prepare dashboards and metrics for management and regulatory reporting

Analyze trends and provide insights to support continuous improvement in safety, fleet performance, and risk management

Support audits by ensuring data accuracy and availability

Insurance & Claims Support

Assist with the preparation, documentation, and submission of insurance claims related to incidents, injuries, and vehicle damage

Maintain claims records, supporting evidence, and correspondence with insurers and brokers

Track claim status and support follow-up actions to resolution

Collaborate with HSE, operations, and finance teams to ensure accurate and complete claim information

Compliance & Continuous Improvement

Support compliance with HSE regulations, company policies, and fleet standards

Assist with incident investigations by providing system data and reports

Identify opportunities to improve system efficiency, reporting quality, and data governance

Provide training and guidance to staff on correct system use and reporting requirements

Required Skills/Abilities:

Essential

Experience administering HSE, fleet, or enterprise management software systems

Strong reporting and data analysis skills (e.g., Excel, system dashboards)

High attention to detail and data accuracy

Understanding of HSE principles and fleet operations

Experience supporting incident or insurance claims

Strong organizational and time-management skills

Ability to work collaboratively with multiple stakeholders

Desirable

Experience with specific HSE or fleet platforms (e.g., Safety Plus, ISNetworld, Samsara, etc.)

Knowledge of regulatory HSE reporting requirements

Experience working with insurance brokers or underwriters

Basic understanding of data integration or system configuration

Education and Experience:

Diploma or degree in Occupational Health & Safety, Business Administration, Information Systems, or a related field (or equivalent experience)

Relevant HSE or systems training or certifications (desirable)

Position Type/Expected Hours of Work:

This is a full-time, exempt position. Days and hours of work are typically Monday through Friday but could include weekends – flexibility is required as jobs duties demand.

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.