Office & Safety Coordinator

Whisperingpines; Amaranth; On-site; CAD 34,000 - 48,000; Full time

Benefits offered by this job

Group benefits program

Profit-sharing opportunities

Professional development and training

Job summary

Whispering Pines Landscaping seeks an organized Office and Safety Coordinator to support administrative operations, safety coordination, and technology initiatives. You will manage reception, purchasing, contracts, training records, and safety documentation in a fast-paced team environment.

The role covers health and safety, employee support, and process improvements using emerging AI tools. In-office, Ontario location with typical daytime hours.

Qualifications

• Minimum 2 years of administrative, office coordination, or related experience.
• Health & Safety experience or familiarity with workplace safety programs.
• Strong organizational and time management skills.

Responsibilities

• Provide reception coverage and greet visitors, vendors, and guests.
• Coordinate office purchasing, supplies, and inventory.
• Maintain office organization and common spaces.
• Coordinate employee recognition programs and staff events.
• Assist with processing contracts and administrative projects.
• Support website updates and social media inquiries.
• Schedule employee training and maintain training records.
• Attend safety meetings and assist with safety documentation and initiatives.
• Research and evaluate AI tools to improve efficiency.

Skills

Administrative experience

Organizational skills

Customer-focused

AI familiarity

Problem solving

Tools

Microsoft Office

Google Workspace

BambooHR

Job description

Office & Safety Coordinator

Administrative Operations | Safety Coordination | Technology & AI Support

Location: Amaranth, ON
Company: Whispering Pines Landscaping
Job Type: Full-Time, Permanent, In Office

Hours: Monday - Friday 8:00 am - 4:00 pm

Wage: $25.00- $35.00 / hour

Join a Growing Team That Values People, Safety, and Innovation

Whispering Pines Landscaping is seeking an organized, detail-oriented, and proactive Office and Safety Coordinator to support our growing team.

This role is ideal for someone who enjoys variety in their workday and thrives in a fast-paced environment. You will play a key role in office administration, health and safety coordination, employee support, training administration, and technology initiatives. You will also help drive process improvements through the use of emerging technology and AI tools.

If you are highly organized, enjoy solving problems, and take pride in keeping things running smoothly behind the scenes, we would love to hear from you.

What You'll Do

Office Administration & Team Support

• Provide reception coverage and greet visitors, vendors, and guests
• Assist with incoming phone calls and customer inquiries
• Coordinate office purchasing, supplies, and inventory
• Maintain office organization, storage areas, and common spaces
• Coordinate employee recognition programs, anniversary gifts, and staff events
• Assist with processing sales contracts, project binders, and administrative projects
• Support website updates, marketing requests, and social media inquiries

Training & Employee Development

• Schedule employee training and certification programs
• Maintain training records and certifications in BambooHR
• Coordinate meeting logistics, refreshments, and event planning
• Support annual training planning and certification renewals

Health & Safety Coordination

• Attend Joint Health & Safety Committee meetings and prepare meeting minutes
• Conduct workplace inspections and maintain safety documentation
• Maintain Safety Data Sheets (SDS) and safety records
• Assist with policy updates and health & safety initiatives
• Support annual safety program reviews and compliance requirements

Technology & Process Improvement

• Research and evaluate AI and technology tools that improve efficiency and communication
• Assist with implementing approved software, systems, and workflows
• Support digital transformation and process improvement initiatives
• Review administrative processes and identify automation opportunities
• Assist departments with adopting new technologies and AI solutions

Compliance & Vendor Administration

• Manage subcontractor compliance documentation
• Track Certificates of Insurance (COIs) and WSIB renewals
• Coordinate contractor onboarding packages and follow-up documentation
• Assist with permit renewals and regulatory documentation

What We're Looking For

Required Qualifications

• Minimum 2 years of administrative, office coordination, or related experience
• Health & Safety experience or familiarity with workplace safety programs
• Strong organizational and time management skills
  
• High attention to detail and accuracy
• Strong proficiency with Microsoft Office and Google Workspace
• Ability to manage multiple priorities in a fast-paced environment
• Professional, positive, and customer-focused attitude
• Experience working with AI tools and emerging technology, Claude AI experience an asset

Preferred Qualifications

• Experience with HRIS systems such as BambooHR
• Experience coordinating training programs and employee records
• Knowledge of WSIB, Certificates of Insurance, and subcontractor compliance documentation
• Experience in construction, landscaping, trades, or service-based industries is considered an asset

Why Join Whispering Pines Landscaping?

• Competitive compensation
• Group benefits program
• Profit-sharing opportunities
• Company events and team-building activities
• Professional development and training opportunitiesOpportunity to help shape and improve company systems and processes
• Supportive team environment built on Respect, Integrity, Teamwork, Excellence, and Leadership

At Whispering Pines Landscaping, we believe our people are our greatest asset. We're looking for someone who shares our commitment to exceptional service, continuous improvement, and creating a positive workplace culture.