Job Title: Office Coordinator
Location: Oakville, Ontario
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.
Work Environment
This is a full-time office position.
