Client and Operations Coordinator

Job Description

<h3>Job Description</h3><p>Job Description<p>Salary: $55,000 + <br /><p>Job Title: Client and Operations Coordinator<br />Location: Oakville, Ontario<br />Job Type: Full-Time, In-Office, Permanent<br />Start Date: As soon as possible<br />Compensation: $55,000 +</p><p></p><p>About Us</p><p>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.</p><p>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.</p><p>The ideal candidate is proactive, detail-oriented, and thrives in a collaborative environment. You are comfortable managing a mix of <span >responsibilitiesfrom</span> engaging with clients and tracking project milestones to streamlining office operations and supporting internal systems.</p><p></p><p>Key Responsibilities</p><ul><li>Greet clients, suppliers, and visitors in a professional and welcoming mannercreate a welcoming atmosphere reflective of our brand</li><li>Answer and manage incoming telephone inquiries with professionalism and courtesy.</li><li>Coordinate calendars and schedule internal and external meetings.</li><li>Communicate with clients in person, via phone, and over email.</li><li>Maintain and organize filing systems, archives, and internal databases.</li><li>Monitor and order office supplies, ensuring inventory is adequately stocked.</li><li>Handle incoming and outgoing mail, packages, and courier deliveries.</li><li>Organize, prepare and attend team meetings, as required</li><li>Assist with the preparation of municipal permit applications (some travel may be required).</li><li>Generate and send client invoices in coordination with project timelines and billing schedules.</li><li>Support administrative needs of various team members as needed.</li><li>Assist in creating and organizing content for social media platforms.</li><li>Monitor and maintain office premises to ensure a professional, client-ready environment.</li></ul><p></p><p>Requirements:</p><ul><li>Preference given to graduates of an Office Administration program</li><li>Proven experience in an administrative, office coordination, or client service role within a fast-paced environment</li><li>Strong interpersonal skills with a client-first attitude</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook)</li><li>Experience with QuickBooks is an asset</li><li>Excellent written and verbal communication skills</li><li>Demonstrated experience managing calendars, meetings, and correspondence</li><li>Highly organized, detail-oriented, and capable of managing multiple tasks and shifting priorities</li><li>A proactive problem-solver with a flexible, team-oriented mindset</li><li>Valid G Class Drivers Licence (required for occasional off-site tasks)</li></ul></p></p>