Office Coordinator

David Small Designs; Oakville; On-site; CAD 50,000 - 61,000; Full time

Job summary

David Small Designs is a Oakville-based, award-winning custom home and interior design firm seeking an Office Coordinator. This full-time, in-office position supports both client-facing and internal coordination to ensure smooth day-to-day studio operations.

The ideal candidate will be proactive, organized, and collaborative, handling calendars, filing, client communications, and light accounting tasks while supporting recruitment and onboarding as needed. Start date January 4, 2027.

Qualifications

• Experience in administrative or office coordination roles in fast-paced settings.
• Knowledge of AR/AP processes; QuickBooks is a plus.
• Strong communication and client-facing skills.

Responsibilities

• Welcome clients and visitors in a professional, brand-reflective manner.
• Coordinate calendars and meetings for team members.
• Process invoices and support project billing timelines.
• Assist with recruitment, onboarding, and posting job ads.
• Manage filing systems, archives and internal databases.
• Handle mail, couriers, and office supplies.
• Assist with light accounting tasks and liaise with bookkeeper.

Skills

Client service

Organization

Communication

Calendar management

Education

Office Administration program

Tools

QuickBooks

Microsoft Office

Job description

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.