Job Type: Full-Time, In-Office, Maternity Leave

Start Date: January 4, 2027

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 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
- 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 workplace
- Basic knowledge of accounts receivable (AR) and accounts payable (AP) processes; experience with QuickBooks is an asset
- Solid 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 Ontario G Class driver's license and reliable access to a vehicle for occasional off-site work-related travel.

📌 Office Coordinator (Oakville)
🏢 David Small Designs
📍 Oakville