Administrative & Employee Services Coordinator

Job Description:

Administrative & Employee Services Coordinator | Vanco Farms Ltd.

About Vanco Farms Ltd.

Vanco Farms Ltd. is a proudly family-owned and operated agricultural business rooted in the rich, red soil of Prince Edward Island. We specialize in the cultivation of specialty and organic potatoes, as well as premium cut tulips and high-quality tulip bulbs. With deep generational knowledge and a commitment to sustainable, innovative farming practices, Vanco Farms combines tradition with technology to deliver exceptional products to markets across Canada and beyond. Our dedication to quality, environmental stewardship, and community values drives everything we do—from field to flower.

What We’re Looking For

We are looking for an organized, dependable, and approachable individual who enjoys working with people and takes initiative. Reporting to the Human Resources Manager, the ideal candidate is adaptable, detail-oriented, and comfortable balancing office administration, employee support, housing inspections, and occasional trips into town. Strong communication skills, a positive attitude, and the ability to handle confidential information professionally are essential. If you enjoy variety and helping others, we’d love to hear from you!

About the Role

Key Responsibilities 

Reception and Office Administration 

• Greet visitors, answer incoming phone calls, respond to general inquiries, and direct employees and visitors to the appropriate departments.
• Provide administrative support to the Human Resources Manager, including data entry, document preparation, scanning, and maintaining employee records.
• Assist with employee onboarding, paperwork, policy acknowledgements, and other HR-related administrative tasks.
• Monitor and order office supplies, cleaning supplies, and other materials required for the office and employee housing.
• Maintain an organized, clean, and professional reception area and office environment.
• Assist with scheduling appointments, coordinating meetings, and completing other administrative duties as required.

Employee Support and Transportation 

• Assist employees, including Temporary Foreign Workers (TFWs), with day-to-day needs and questions, directing HR-related concerns to the Human Resources Manager.
• Drive employees to appointments, banks, service providers, and other locations in town as required.
• Assist employees with practical tasks such as banking appointments, obtaining documents, and accessing community services.
• Coordinate transportation schedules and communicate appointment details to employees and the HR team.
• Handle employee information and personal matters with professionalism, discretion, and confidentiality.

Employee Housing and Inspections 

• Conduct regular inspections of company-provided employee housing to ensure cleanliness, organization, safety, and compliance with company housing rules.
• Document inspection results, identify maintenance or cleaning concerns, and follow up on corrective actions.
• Communicate housing expectations to employees in a respectful and professional manner.
• Report maintenance issues and coordinate necessary supplies, repairs, or cleaning requirements.
• Assist with preparing houses for new employees and ensuring accommodations are ready for occupancy.

General HR and Operational Support

• Assist with various HR projects, employee communications, and workplace initiatives.
• Help prepare and distribute employee notices, forms, policies, and other documents.
• Complete occasional trips to town for company-related errands, supply pickups, document drop-offs, and other operational needs.
• Work collaboratively with HR, management, and other departments to support the daily needs of the business.
• Perform other administrative and employee support duties as assigned.

Qualifications and Skills 

• Must be a Canadian Citizen or a PR (LMIA is not offered for this position)
• Previous experience in administrative, reception, customer service, or HR support role is considered an asset.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks, prioritize responsibilities, and adapt to changing needs.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• A valid driver’s licence and a reliable driving record.
• Comfortable driving company vehicles and transporting employees when required.
• Ability to conduct housing inspections and address concerns professionally.
• Ability to maintain confidentiality when handling employee records and personal information.
• A positive attitude, sound judgment, and a willingness to help wherever needed.
• Ability to communicate in Spanish is a strong asset.

What We Offer 

• A compensation of $50,000-$55,000 annually
• A supportive team environment.
• A varied role where no two days are exactly the same.
• The opportunity to make a meaningful difference in employee experience and workplace organization.
• Paid vacation – 10 days annually
• Health and dental benefits after three months of employment.
• Group RRSP program after three months of employment.

Who We’re Looking For 

We are looking for someone who takes initiative, enjoys helping people, and is comfortable balancing office responsibilities with hands-on tasks outside the office. The successful candidate will be a reliable and professional representative of Vanco Farms Ltd., helping ensure our employees feel supported and our daily operations run smoothly.

Interested in joining our team? We would love to hear from you! Please submit your resume below. 

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