Part-Time Administrative Assistant / Design + Build Studio Coordinator

Schédio Spaces Inc. | Vancouver, BC

Part-time | Approximately 2–3 days per week | Versatile schedule

Compensation: $28 –$32 per hour, depending on experience

Start date: As soon as possible

About Schédio Spaces

Schédio Spaces is an award-winning Vancouver design + build studio specializing in interior architecture, custom renovations, and bespoke millwork and furniture. Founded in 2016, our studio brings design, construction, and fabrication together through an in-house team and Vancouver woodshop.

Our projects are individually developed around the architecture, people, and possibilities of each space. Bringing those designs to life requires careful coordination—and we’re looking for someone who enjoys managing the details that make it happen.

About the role

We’re seeking an organized, proactive Administrative Assistant / Design + Build Studio Coordinator to support our founders, Jenalee and Chris, and help keep our studio running smoothly.

A key part of your role will be bridging the gap between design and construction: keeping specifications, client approvals, permits, purchasing, and communication organized so our build team has the information needed to execute the design accurately. You’ll also support everyday company administration and occasional personal administration for the founders.

This role would suit someone who takes pride in administrative work and enjoys being connected to the design process. A background in design or construction is valuable, but strong administrative skills and a genuine interest in the industry are equally welcome. Enjoying the organization, coordination, and follow-through at the heart of this position is essential.

Schedule and flexibility

This is a part-time position averaging approximately 2–3 days per week, with working days and hours coordinated with the founders according to project needs, deadlines, and workload.

We’re flexible about how those hours are arranged, although availability during regular business hours is needed for client and trade communication, city appointments, and pickups. The role includes in-person tasks and local errands.

There is potential for the position to grow into full-time employment if the company grows and workload supports it; however, this is currently a part-time opportunity.

Key responsibilities

Design and construction coordination

- Organize and maintain project specifications, product information, and client approvals.




- Track outstanding decisions and follow up to keep work moving.
- Ensure approved information and current documents are accessible to the design and construction teams.
- Coordinate communication between the founders, clients, suppliers, and trades.
- Track questions and changes, ensuring they reach the appropriate person and are followed through.
- Obtain quotes, confirm availability and lead times, and order approved materials.
- Track orders and coordinate pickups and deliveries.
- Pick up samples and help keep project materials organized.

Client communication and onboarding

- Coordinate client onboarding, including gathering information, organizing documents, and scheduling meetings.
- Prepare and send routine correspondence under the founders’ direction.
- Follow up on approvals, requested information, and outstanding administrative items.
- Maintain clear records of client communication and decisions.
- Provide a professional, personable point of contact for administrative questions.

Permits and company administration

- Coordinate permit submissions using documents prepared or approved by the project team.
- Track submission requirements, correspondence, and outstanding items.
- Book reviews and appointments with the city and follow up on next steps.
- Print, assemble, and organize drawings and other project documents.
- Track and coordinate business licence renewals, insurance renewals, and other company administrative deadlines.
- Maintain organized digital and physical files.
- Keep studio and project trackers and administrative systems current.

Founder and personal administrative support

- Review, sort, and organize inboxes, flagging messages that require attention and tracking follow-ups.
- Maintain calendars and coordinate appointments.
- Pick up company and personal mail.
- Handle occasional returns and other administrative errands.

What we’re looking for

- Proven experience in administration, office or studio coordination, executive assistance, or a comparable support role.
- A genuine enjoyment of organizing information, maintaining systems, and following tasks through to completion.




- Strong attention to detail, particularly when handling specifications, approvals, orders, and documents.
- Excellent written and verbal communication skills in English.
- Confidence using spreadsheets, email, calendars, and digital filing systems.
- The ability to work independently, prioritize tasks, and ask clear questions when information is missing.
- Initiative and sound judgment about what you can resolve independently and what needs the founders’ input.
- A professional, friendly approach with clients, trades, suppliers, and city staff.
- Discretion when handling confidential company, client, and personal information.
- A background in—or strong interest in—interior design, architecture, or construction.
- A collaborative attitude, sense of humour, and willingness to help with practical tasks.
- A valid driver’s licence and reliable access to your own vehicle for pickups and errands.
- Availability during regular business hours and comfort with a flexible part-time schedule.
- Legal authorization to work in Canada. Employer sponsorship is not available.

Helpful, but not required

- Experience in a design studio, architecture practice, construction company, or related business.
- Familiarity with specifications, client approvals, purchasing, or permit submission processes.
- Experience with Slack or ClickUp.
- Working knowledge of AutoCAD or SketchUp.

Why join us? You’ll work closely with the founders and a team of designers, builders, and craftspeople, helping distinctive spaces move from design into construction.

We value initiative, clear communication, a sense of humour, and people who care about getting the details right. Your contribution will help connect creative intent with practical execution, supporting both the client experience and the quality of the finished work.

How to apply

Please submit your résumé and a brief cover letter explaining your relevant experience, your interest in design + build, and why an administrative studio coordination role appeals to you.

Please include:

- Your typical availability and preferred number of weekly hours.
- Your earliest available start date.
- Confirmation that you have a valid driver’s licence and access to a vehicle.

We’re looking to fill the position promptly and will review applications as they arrive. Pay: $28.00-$32.00 per hour

Expected hours: 15.0 – 25.0 per week

Benefits

- Flexible schedule

Work Location: Hybrid remote in Vancouver, BC

📌 Part-Time Administrative Assistant / Design + Build Studio Coordinator (Vancouver)
🏢 Schedio Spaces
📍 Vancouver