Administrative Assistant (Part-Time) - Hybrid

Location: Mississauga, Ontario

Company: Safety First Training Ltd.

Job Type: Part-Time (Approx. 16-20 hours per week, flexible)

Reports to: Customer Experience Manager

Department: Customer Experience

Rate of Pay:

About Safety First Training Ltd.

Safety First Training Ltd. provides professional health and safety training and consulting services across Ontario and beyond. Our mission is to help businesses stay compliant, reduce risk, and create safer workplaces. Behind every successful training program is a strong and efficient administrative foundation - and that's where you come in.

We're a collaborative, fast-paced, and growing company that values accuracy, organization, and initiative. This position is ideal for someone who wants to contribute to a dynamic team, learn new systems, and grow within a company that truly makes a difference in workplace safety.

Position Summary

We are seeking an Administrative Assistant who will gradually learn and support all aspects of the administrative function at Safety First Training. This hybrid role provides the opportunity to work closely with our Customer Experience and Leadership teams, supporting documentation, scheduling, and coordination of client services.

The successful candidate will have a strong eye for detail, be comfortable multitasking in a digital environment, and be eager to learn and expand their role over time, possibly leading to full-time status.

Key Responsibilities

• Perform general administrative duties such as filing, scanning, and maintaining electronic records in a paperless environment.
• Manage online Working at Heights (WAH) registrations and ensure course documentation accuracy.
• Create, issue, and track training certificates and maintain internal logs.
• Follow up on estimates, assist with estimating, confirmations, and invoicing.
• Support trainer scheduling, coordination, and dispatching.
• Respond to customer emails and assist with incoming phone calls in a professional and timely manner.
• Assist with Pipedrive CRM by updating client information, tracking communications, and organizing follow-ups.
• Assist with the Safety Training Platform by assigning courses, monitoring completions, and maintaining participant records.
• Prepare and update internal forms, checklists, and reports to support day-to-day operations.
• Organize and manage shared files across OneDrive, SharePoint, and Dropbox.
• Ensure consistency, accuracy, and confidentiality in all administrative work.

Ideal Skills and Experience

• 2+ years of experience in an administrative or office support role.
• Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable with cloud-based tools.
• Strong organization and multitasking skills, with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Experience with Pipedrive CRM or other client management systems is an asset.
• Experience with online learning or safety training platforms (LMS) is an advantage.
• Familiarity with OneDrive and SharePoint preferred.
• Ability to work independently while collaborating effectively with the team.
• Flexible to work from home or in the office as needed.
• Must have a reliable vehicle available for occasional work-related errands or office visits.
• Experience in the safety or training field is a strong bonus but not required - full training will be provided.

Why Join Safety First Training

• Flexible hybrid schedule with opportunities for professional growth.
• Supportive, team-focused environment where your role makes a real impact.
• Exposure to innovative safety programs and administrative technologies.
• Be part of a company that helps organizations across Canada "Train Smart, Work Safe, and Stay Compliant."

To Apply

• Please apply here or submit your resume and a brief cover letter.
• Please be sure to direct the cover letter to Courtney
• Only those selected for an interview will be contacted.