Office Coordinator

4 days ago

Oakville, Canada David Small Designs Full time

**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.

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
- 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
- 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**.

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