Are you the person who naturally brings order to a busy environment?

We’re looking for a highly organized, detail-oriented Operations Coordinator & Bookkeeper to join a growing creative business specializing in interior design, renovation, and home staging. You’re glowing personality who loves organization, notices the details, and takes pride in getting things done properly.

This is a hands-on, multifaceted role where you’ll help keep the business, and the projects behind it running smoothly. Working closely with our Project Managers, Interior Designers, Site Coordinators, and leadership team, you’ll play an important role in coordinating the details behind the scenes so our team can focus on creating exceptional spaces and delivering an outstanding client experience.

What We’re Looking For

You’ll likely thrive in this role if you:

• Are exceptionally organized and able to manage multiple priorities without losing track of the details.

• Have strong bookkeeping and financial administration experience.

• Are comfortable working with QuickBooks Online, JobTread, Dext, and cloud-based systems.

• Have excellent written and verbal communication skills.

• Are proactive and naturally look for ways to improve processes and solve problems.

• Take ownership of your responsibilities and follow tasks through to completion.

• Enjoy working in a collaborative, fast-paced environment.

• Are comfortable working with a variety of people, including designers, project managers, trades, vendors, clients, and leadership.

• Can confidently switch between detailed financial work and hands-on operational tasks.

• Enjoy being the person who keeps everything organized behind the scenes.

No two days will look exactly the same. If you enjoy creating structure, keeping projects on track, working with numbers, solving problems, and supporting a creative team, we’d love to hear from you!!

Why Join Us?

• Confidential hiring process

• Paid vacation

• Medical Spending Account

• Opportunity to play an important role in a growing creative business

• Collaborative team environment

• A varied role where your organization and ideas can make a real difference

Project Coordination & Team Support

• Support the Project Manager, Interior Designers, Site Coordinator, and Staging Manager in the successful delivery of renovation, design, and staging projects.

• Assist with project scheduling, timelines, task tracking, and maintaining accurate project information in JobTread.

• Coordinate vendor communications, product procurement, deliveries, installations, and trade appointments.

• Track purchase orders, lead times, backorders, shipping, and freight claims to help keep projects moving smoothly.

• Coordinate staging logistics, including deliveries, installations, and on-site support as required.

• Manage calendars, schedule meetings and consultations, and coordinate schedules across the team.

Client Experience & Studio Operations

• Serve as a professional and welcoming first point of contact for clients, prospective clients, trades, and vendors.

• Manage incoming inquiries and assist with client onboarding and project coordination.

• Schedule consultations, meetings, site visits, and other project-related appointments.

• Prepare client welcome packages and maintain accurate, up-to-date client records.

• Coordinate incoming deliveries and help maintain an organized, professional, and welcoming studio environment.

• Order office supplies and support the smooth day-to-day operation of the studio.

• Deliver a consistently exceptional client experience throughout every stage of the project.

Financial Administration

• Manage day-to-day accounts payable and accounts receivable processes.

• Review and process vendor, supplier, and subcontractor invoices accurately and efficiently.

• Prepare and facilitate payments in accordance with internal approval procedures.

• Prepare and issue client invoices, staging retainers, and other administrative billings.

• Monitor outstanding balances and follow up on overdue accounts as required.

• Process incoming payments and maintain accurate financial records.

• Track project expenses and organize receipts, invoices, and supporting documentation.

• Maintain accurate financial information across JobTread, QuickBooks Online, Dext, and related systems.

Systems & Administrative Management

• Maintain organized digital files, project documentation, client records, and company information.

• Create and update client profiles, job files, project budgets, and cost records.

• Manage Google Drive folders, templates, workflows, and Gmail inbox organization.

• Ensure information is accurate, current, and consistent across company systems and platforms.

• Identify opportunities to improve internal systems, processes, and workflows, and assist with implementation.

• Provide administrative support for meetings, travel arrangements, team coordination, and other operational needs.

Design & Procurement Support

• Prepare estimates, proposals, purchase orders, and other project documentation.

• Assist with sourcing furniture, fixtures, finishes, materials, and related products while researching availability and pricing.

• Coordinate procurement activities and maintain clear communication with vendors and suppliers.

• Proofread, format, and organize client presentations, design packages, and project materials.

• Maintain accurate procurement records and monitor orders from placement through delivery.

• Provide support during installations and attend occasional site visits as required.

Marketing & Business Support

• Assist with website updates, project portfolio management, and social media content.

• Support the creation, organization, and maintenance of marketing materials and company collateral.

• Assist with business development, operational improvement, and growth initiatives.

• Provide additional administrative support and occasional local errands related to projects, installations, deliveries, and company operations.

• 3+ years of experience in administrative support, office coordination, bookkeeping, accounts payable, accounts receivable, or a related role.

• Hands-on experience with JobTread is considered a strong asset.

• Experience in interior design, residential construction, renovation, home staging, or real estate is highly preferred.

• A Diploma or Degree in Accounting, Business Administration, or a related field is considered an asset.

• Strong proficiency with financial and administrative systems, including Dext, EFT/payment platforms, Google Workspace, and cloud-based file management systems.

• A valid driver’s BC licence

• Excellent written and verbal communication skills, with a professional, organized, and client-focused approach.

We specialize in transforming spaces from concept to completion. From interior design and general contracting to project management, home staging, and styling, we bring every element together under one roof. Our streamlined approach ensures a seamless experience, thoughtful design, and beautifully executed results from start to finish.