We are seeking a Design & Operations Support Coordinator, a highly organized, steady, and detail-oriented professional who can keep projects moving smoothly from design approval through final installation. This role is ideal for someone who enjoys coordination, thrives in a supportive office environment, and brings a warm, professional communication style.
You will work closely with the owner, who focuses on client consultations and design. Your role is to manage the operational flow of each project so clients and installers receive an exceptional, seamless experience.
Key Responsibilities
- Order and track supplier lead times on cabinets, countertops, fixtures, etc.
- Maintain detailed order tracking for all projects, ensuring accuracy and timeliness.
- Monitor delivery schedules, confirm arrival dates, and coordinate logistics.
- Work with installers on schedule and coordinate timing with customers.
- Track job progress and update project timelines as needed.
- Prepare and maintain job folders, documentation, and schedules.
- Enter vendor invoices into QuickBooks.
- Send customer invoices, track payments, and follow up when required.
- Maintain organized digital and paper records.
- Initially, this role is internal-facing, however as trust and capability are demonstrated, you will gradually take on customer scheduling, update calls/emails, and project coordination communication.
Skills & Experience
- 5+ years experience in office coordination, project coordination, or operations support.
- Strong organizational and administrative skills.
- Experience entering bills, sending invoices, or basic bookkeeping (QuickBooks experience an asset).
- Comfort managing multiple moving parts and shifting priorities.
- Warm, professional communication style; able to represent the company with care and clarity.
- Experience in design, construction, cabinetry, or residential projects is an asset.
Personal Qualities Needed for Success
- A steady, calming presence who can support the owner in navigating significant changes.
- Discreet and respectful in a family-business environment.
- Independent and proactive — someone who takes ownership and anticipates next steps.
- Detail-driven with strong follow-through.
- Approachable and warm with clients and suppliers.
Job Type: Full-time
Pay: $18.00-$27.00 per hour
Flexible language requirement:
Education:
- Secondary School (preferred)
Experience:
- Front desk: 2 years (preferred)
- Administrative experience: 2 years (preferred)
Work Location: In person
