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.