Job Description

Job Title:

Office Coordinator

Location:

Oakville, Ontario

Job Type:

Full-Time, Mostly In-Office, Permanent

Start Date:

As soon as possible

Compensation:

$55,000-$60,000



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 Assist in creating and organizing content for social media platforms 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 G Class Driver's Licence and late model vehicle (required for occasional off-site tasks)




Work Environment



This is a primarily in-office role, but there is flexibility to

work from home one day per week

.

week

.