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 responsibilitiesfrom 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 mannercreate 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 Drivers Licence (required for occasional off-site tasks)