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
Career 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.

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📌 Office & Safety Coordinator (Ontario)
🏢 Whisperingpines
📍 Ontario