Overview
Operations & Administrative Coordinator
About Us
We are a boutique residential design-build firm specializing in custom homes, renovations, and interior transformations. We are looking for an organized, adaptable, and professional individual to support our growing team with administration, client communication, office coordination, social media management, and day-to-day operational support.
This is a dynamic role that combines office administration, client service, project support, and hands-on assistance. No two days are the same, and we are looking for someone who enjoys variety, takes initiative, and is willing to jump in wherever needed.
Key Responsibilities
Administrative & Office Support
- Manage day-to-day administrative tasks and office organization
- Answer phone calls, emails, and client inquiries professionally
- Coordinate appointments, meetings, and schedules
- Maintain digital and physical filing systems
- Prepare documents, forms, and correspondence
- Assist with data entry and record management
Client & Project Support
- Act as a professional first point of contact for clients, suppliers, and trade partners
- Follow up on inquiries and maintain clear communication
- Assist with project documentation and organization
- Help coordinate material orders, deliveries, pickups, and returns
- Assist with supplier communications and product research
Social Media & Marketing Support
- Manage company social media platforms
- Create and schedule posts highlighting projects, design inspiration, and company activities
- Capture photos and videos of projects, products, and behind-the-scenes activities
- Maintain brand consistency across all social media channels
- Assist with basic marketing initiatives and content creation
Accounting & Business Support
- Assist with invoicing, expense tracking, and administrative accounting tasks
- Support bookkeeping processes
- Experience with QuickBooks is considered an asset
General Operations Support
- Run errands, pick up materials, and complete local deliveries when required
- Help maintain a clean, organized, and professional office environment
- Assist with moving furniture, organizing materials, staging spaces, and handling project-related items
- Support the team wherever needed to keep projects and operations running smoothly
Qualifications
- Previous experience in administration, office management, customer service, marketing, or a related field
- Strong proficiency with Mac computers and Apple-based systems
- Excellent computer and technology skills
- Experience with QuickBooks considered an asset
- Experience creating content for social media and familiarity with Canva, Instagram, and Facebook is considered an asset
- Exceptional verbal and written communication skills
- Professional, polished, and confident when interacting with clients
- Strong organizational and multitasking abilities
- Ability to work independently and prioritize tasks effectively
- High degree of professionalism, discretion, and accountability
- Physically capable of lifting and moving furniture, materials, and samples when required
- Valid driver's license and reliable personal vehicle required
The Ideal Candidate
You are proactive, resourceful, and highly organized. You take pride in delivering exceptional customer service and enjoy balancing administrative responsibilities with hands-on support.
You are comfortable taking ownership of tasks, identifying what needs to be done, and following through without constant direction. You enjoy variety, are highly adaptable, and understand that supporting a small business sometimes means switching between administrative work, client communication, errands, social media management, and hands-on assistance throughout the day.
You are comfortable working in a fast-paced environment where priorities can shift quickly and no two days are exactly alike. Most importantly, you are dependable, professional, and willing to do whatever is needed to support a growing design-build business.
Position Details
- Part-time position (approximately 20–25 hours per week)
- Regular weekly schedule that can sometimes change
- Additional hours and schedule adjustments may be required occasionally to accommodate project, client, and business needs
- Compensation based on experience and qualifications
- Opportunity for increased responsibilities and growth as the company continues to evolve
How to Apply
Please submit your resume along with a brief introduction telling us about yourself, your relevant experience, and why you believe you would be a great fit for our team.
Benefits:
- Casual dress
- On-site parking
Experience:
- Administrative: 4 years (required)
Language:
Work Location: In person
