Office Coordinator

Job summary

Coordinate daily studio operations, including reception, client communications, calendars, meetings, records, supplies, mail, and office upkeep. Support project administration through permit applications, invoicing, accounts payable and receivable, recruiting, and onboarding.

Job details

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.

What you’ll do

Coordinate daily studio operations, including reception, client communications, calendars, meetings, records, supplies, mail, and office upkeep. Support project administration through permit applications, invoicing, accounts payable and receivable, recruiting, and onboarding.

Requirements

Candidates should have administrative, office coordination, or client service experience, strong communication and organizational skills, and proficiency with Microsoft Office; basic accounts payable and receivable knowledge is expected, while QuickBooks experience is an asset. An Office Administration program graduate is preferred, and applicants must have a valid Ontario G Class driver's license and reliable access to a vehicle for occasional work-related travel.

Listed skills

• Administrative Support · Preferred
• Customer service · Preferred
• written communication · Preferred
• Microsoft Office Suite · Preferred
• Accounts receivable · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Coordination
• Administrative Support
• Client Service
• Calendar Management
• Meeting Coordination
• Written Communication
• Verbal Communication
• Microsoft Office Suite
• Accounts Receivable
• Accounts Payable
• QuickBooks
• Invoice Processing
• Filing And Records Management
• Recruiting Support
• Onboarding
• Organization And Multitasking

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Human Resources
• Art & Design