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 opportunities
- Opportunity 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.
Apply today and help us build a safer, smarter, and more efficient workplace.
Skills Required
- Minimum 2 years of administrative, office coordination, or related experience
- Health and 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
- 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
What We Do
Whispering Pines Company is a full-service construction firm based in Pagosa Springs, Colorado, serving southwest Colorado since 1998. They specialize in custom residential homes, pre-engineered steel buildings, panelized and SIP homes, and commercial projects. The company provides a comprehensive range of services, including concrete work and deck construction, focusing on quality craftsmanship, honest communication, and delivering long-term value to their clients.
