Client and Operations Coordinator
About the role
Job Title: Client and Operations Coordinator
Location: Oakville, Ontario
Job Type: Full-Time, In-Office, Permanent
Start Date: As soon as possible
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 Client and Operations 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 and supporting internal systems.
Key Responsibilities
-
Greet clients, suppliers, and visitors in a professional and welcoming manner—create a welcoming 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 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.
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
- Strong interpersonal skills with a client-first attitude
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with QuickBooks is an asset
- 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 (required for occasional off-site tasks)
About DAVID SMALL DESIGNS
David Small Designs launched in 1996 as a one-man, home-based operation. As demand for David’s unique designs grew, so did his team, breadth of services, and most importantly, his ongoing devotion to creating beautiful, timeless custom home designs.
Today, David Small Designs is an award-winning architectural design firm with the experience of over 1,400 custom home and renovation designs. We’ve grown to a collaborative team of over 30 people who share a deep respect for each other and an unwavering commitment to providing exceptional service.
Client and Operations Coordinator
About the role
Job Title: Client and Operations Coordinator
Location: Oakville, Ontario
Job Type: Full-Time, In-Office, Permanent
Start Date: As soon as possible
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 Client and Operations 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 and supporting internal systems.
Key Responsibilities
-
Greet clients, suppliers, and visitors in a professional and welcoming manner—create a welcoming 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 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.
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
- Strong interpersonal skills with a client-first attitude
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with QuickBooks is an asset
- 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 (required for occasional off-site tasks)
About DAVID SMALL DESIGNS
David Small Designs launched in 1996 as a one-man, home-based operation. As demand for David’s unique designs grew, so did his team, breadth of services, and most importantly, his ongoing devotion to creating beautiful, timeless custom home designs.
Today, David Small Designs is an award-winning architectural design firm with the experience of over 1,400 custom home and renovation designs. We’ve grown to a collaborative team of over 30 people who share a deep respect for each other and an unwavering commitment to providing exceptional service.