Administrative Assistant

Description:

Safety First Training Ltd., a leading provider of professional health and safety training and consulting services across Ontario and beyond, is seeking a Part-Time Administrative Assistant to join its Customer Experience team. This hybrid role offers a flexible work schedule (approximately 16–20 hours per week) and an excellent opportunity to work in a fast-paced, collaborative, and growth-oriented environment.

The Administrative Assistant will play a crucial role in maintaining the administrative foundation that supports the company’s mission to help businesses stay compliant, reduce risk, and create safer workplaces. The successful candidate will demonstrate exceptional attention to detail, strong organizational skills, and the ability to manage multiple tasks in a digital environment. Over time, this position may evolve into a full-time opportunity for the right candidate.

Key Responsibilities

• Perform general administrative duties including filing, scanning, and maintaining digital records in a paperless system.

• Manage online Working at Heights (WAH) registrations and ensure the accuracy of training documentation.

• Create, issue, and track training certificates, maintaining accurate internal logs and databases.

• Follow up on estimates, confirmations, and invoicing, providing administrative support to ensure efficient processing.

• Support trainer scheduling, coordination, and dispatching for client training sessions.

• Professionally respond to customer emails and phone inquiries, ensuring timely and courteous communication.

• Maintain and update client data in Pipedrive CRM, tracking communications and follow-ups.

• Manage Safety Training Platform activities, including course assignments, completion tracking, and participant record maintenance.

• Prepare and update internal forms, checklists, and reports to support day-to-day operations.

• Organize and manage shared files using OneDrive, SharePoint, and Dropbox for seamless team collaboration.

• Ensure accuracy, consistency, and confidentiality in all administrative processes and documentation.

Ideal Skills and Experience

• Minimum of 2 years of experience in an administrative or office support role.

• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with cloud-based tools.

• Strong organizational and multitasking abilities with meticulous attention to detail.

• Excellent written and verbal communication skills.

• Experience with Pipedrive CRM or similar client management systems is a plus.

• Background working with Learning Management Systems (LMS) or online training platforms is advantageous.

• Familiarity with OneDrive and SharePoint preferred.

• Ability to work independently while contributing effectively to a team environment.

• Must possess a reliable vehicle for occasional office visits or work-related errands.

• Experience in the safety or training industry is beneficial, but not required — full training will be provided.

Why Join Safety First Training Ltd.

• Flexible hybrid schedule with opportunities for personal and professional growth.

• Supportive and team-oriented work culture where your contributions make a meaningful impact.

• Exposure to cutting-edge safety programs and administrative technologies.

• Work with a company that empowers organizations across Canada to “Train Smart, Work Safe, and Stay Compliant.”