Administrative Assistant – Design Finishes Team

Falkbuilt Ltd.’s approach to interior construction—Digital Component Construction—combines proven construction methods with next-generation technology to deliver beautiful, high-performing, cost-effective interior environments. We’re reshaping how interiors come together, and we’re looking for people who want to help build the future of construction. Falkbuilt is a fast-growing, entrepreneurial company headquartered in Calgary. Our HQ team supports a global network of Falkbuilt branches that sell and deliver Falkbuilt products to customers around the world. About the Role We are looking for a highly organized and detail-oriented Administrative Assistant to join our Design Finishes Team at HQ. This is a 1-year contract position with the potential to transition into a full-time permanent role based on business needs and performance. This role supports our branch network by coordinating finish samples, maintaining our extensive sample library, and communicating with branches, vendors, and internal teams. The ideal candidate thrives in a fast-paced environment, enjoys working with people, can manage multiple priorities, and takes pride in providing excellent service and getting things done. And if you like dogs, even better — dogs are welcome in our workplace! Responsibilities * Respond to requests from Falkbuilt branches regarding finish and material samples, availability, and product information * Coordinate sample requests from start to finish, including gathering, assembling, labelling, packaging, and shipping * Maintain and organize a large physical and digital library of hundreds of finish options and thousands of samples * Inspect samples for quality, accuracy, and condition * Monitor inventory levels and coordinate replenishment with vendors * Maintain accurate product information and an online catalogue of finish options * Visually compare and coordinate colours across different material types, including DuraFalk and Falkskin finishes * Communicate with branches, vendors, and internal team members by email and phone * Coordinate with multiple team members to ensure requests are completed accurately and on time * Troubleshoot issues, identify solutions, and follow through to completion * Assist with client presentations, sample boards, and other presentation materials * Provide general administrative support to the Design Finishes Team * Perform other duties as assigned Qualifications & Skills * Highly organized, detail-oriented, and able to manage multiple priorities * A strong communicator with a customer-service mindset * A critical thinker and practical problem solver * Collaborative, while also able to work independently with minimal direction * Proactive, dependable, and comfortable taking initiative * Adaptable and comfortable working in a fast-paced, changing environment Experience with the following is an asset: * Microsoft Office, particularly Excel, Outlook, Teams, and SharePoint * Adobe Creative Suite, particularly InDesign * Inventory management, online catalogues, or database systems * Shipping and courier platforms Why Join Falkbuilt? Falkbuilt combines technology, manufacturing, design, and entrepreneurship to transform the way interior spaces are built. Our HQ team works with branches around the world, creating a collaborative and dynamic environment where no two days are exactly the same. This is an opportunity to join a growing team, gain experience within the construction and design industry, and potentially build a long-term career with Falkbuilt following the initial one-year contract. If you are organized, energetic, resourceful, and enjoy being the person who keeps things moving, we’d love to hear from you. Additional duties may be assigned as the needs of the business evolve.

The Administrative Assistant will coordinate finish sample requests, manage the physical and digital sample library, and provide general administrative support to the Design Finishes Team. They will also communicate with branches and vendors to ensure accurate and timely fulfillment of material requests.

The ideal candidate is highly organized, detail-oriented, and possesses strong communication and problem-solving skills. Experience with Microsoft Office, Adobe Creative Suite, and inventory management systems is considered an asset.

• Dog-friendly workplace

• Customer servicePreferred
• Problem solvingPreferred
• OrganizationPreferred
• Microsoft ExcelPreferred
• CommunicationPreferred
• Microsoft OfficePreferred
• Inventory managementPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Inventory management
• Customer service
• Organization
• Detail-oriented
• Communication
• Problem solving
• Microsoft Office
• Excel
• Outlook
• Teams
• SharePoint
• Adobe Creative Suite
• InDesign
• Shipping coordination
• Database management
• Resourcefulness
• Administrative Support
• Energetic
• Database Systems
• Inventory Monitoring
• Follow Through
• Microsoft Excel
• Adobe InDesign
• Customer Service
• Critical Thinking
• Packaging And Labeling
• Inventory Management
• Problem Solving
• Microsoft Outlook
• Presentations
• Proactivity
• Microsoft SharePoint
• Troubleshooting (Problem Solving)
• Cataloguing
• Detail Oriented

• Administrative
• Construction
• Customer Service & Support
• Art & Design
• Manufacturing
• Design Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum experience

0+ years

Posting language

English

Working hours

40 hours per week