Job opportunity
Office Coordinator
David Small Designs
Job Type: Full-Time, In-Office, Maternity Leave
Start Date: January 4, 2027
Compensation: $55,000
About Us
David Small Designs is an award-winning custom home and interior design firm based in Oakville, known for delivering thoughtful, design-forward residential architecture and interiors.
We are currently seeking a professional, organized, and friendly Office Coordinator to join our team. This is a key administrative role responsible for ensuring the smooth day-to-day operation of our studio while supporting both client-facing and internal coordination tasks.
The ideal candidate is proactive, detail-oriented, and thrives in a collaborative environment. You are comfortable managing a mix of responsibilities—from engaging with clients and tracking project milestones to streamlining office operations, supporting internal systems, assisting with recruiting and onboarding, and handling light accounting tasks.
Key Responsibilities
Greet clients, suppliers, and visitors in a professional and welcoming manner, creating an atmosphere reflective of our brand
Answer and manage incoming telephone inquiries with professionalism and courtesy
Coordinate calendars and schedule internal and external meetings
Communicate with clients in person, via phone, and over email
Maintain and organize filing systems, archives, and internal databases
Monitor and order office supplies, ensuring inventory is adequately stocked
Handle incoming and outgoing mail, packages, and courier deliveries
Organize, prepare, and attend team meetings, as required
Assist with the preparation of municipal permit applications (some travel may be required)
Generate and send client invoices in coordination with project timelines and billing schedules
Support accounts receivable and accounts payable functions, including tracking payments, processing vendor invoices, and liaising with our bookkeeper/accountant as required
Support administrative needs of various team members as needed
Monitor and maintain office premises to ensure a professional, client-ready environment
Support light recruiting and onboarding duties, such as posting job ads, scheduling interviews, and coordinating new hire orientation
Requirements
Preference given to graduates of an Office Administration program
Proven experience in an administrative, office coordination, or client service role within a fast-paced environment
Basic knowledge of accounts receivable (AR) and accounts payable (AP) processes; experience with QuickBooks is an asset
Strong interpersonal skills with a client-first attitude
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Excellent written and verbal communication skills
Demonstrated experience managing calendars, meetings, and correspondence
Highly organized, detail-oriented, and capable of managing multiple tasks and shifting priorities
A proactive problem-solver with a flexible, team-oriented mindset
Valid Ontario G Class driver's license and reliable access to a vehicle for occasional off-site work-related travel.
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Apply on source site Start Date: January 4, 2027
Compensation: $55,000
About Us
David Small Designs is an award-winning custom home and interior design firm based in Oakville, known for delivering thoughtful, design-forward residential architecture and interiors.
We are currently seeking a professional, organized, and friendly Office Coordinator to join our team. This is a key administrative role responsible for ensuring the smooth day-to-day operation of our studio while supporting both client-facing and internal coordination tasks.
The ideal candidate is proactive, detail-oriented, and thrives in a collaborative environment. You are comfortable managing a mix of responsibilities—from engaging with clients and tracking project milestones to streamlining office operations, supporting internal systems, assisting with recruiting and onboarding, and handling light accounting tasks.
Key Responsibilities
Greet clients, suppliers, and visitors in a professional and welcoming manner, creating an atmosphere reflective of our brand
Answer and manage incoming telephone inquiries with professionalism and courtesy
Coordinate calendars and schedule internal and external meetings
Communicate with clients in person, via phone, and over email
Maintain and organize filing systems, archives, and internal databases
Monitor and order office supplies, ensuring inventory is adequately stocked
Handle incoming and outgoing mail, packages, and courier deliveries
Organize, prepare, and attend team meetings, as required
Assist with the preparation of municipal permit applications (some travel may be required)
Generate and send client invoices in coordination with project timelines and billing schedules
Support accounts receivable and accounts payable functions, including tracking payments, processing vendor invoices, and liaising with our bookkeeper/accountant as required
Support administrative needs of various team members as needed
Monitor and maintain office premises to ensure a professional, client-ready environment
Support light recruiting and onboarding duties, such as posting job ads, scheduling interviews, and coordinating new hire orientation
Requirements
Preference given to graduates of an Office Administration program
Proven experience in an administrative, office coordination, or client service role within a fast-paced environment
Basic knowledge of accounts receivable (AR) and accounts payable (AP) processes; experience with QuickBooks is an asset
Strong interpersonal skills with a client-first attitude
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Excellent written and verbal communication skills
Demonstrated experience managing calendars, meetings, and correspondence
Highly organized, detail-oriented, and capable of managing multiple tasks and shifting priorities
A proactive problem-solver with a flexible, team-oriented mindset
Valid Ontario G Class driver's license and reliable access to a vehicle for occasional off-site work-related travel.
#J-18808-Ljbffr