Part-Time Administrative Assistant / Design + Build Studio Coordinator

Role overview

Schedule and compensation

• The position averages approximately 2–3 days per week, with hours coordinated around project needs, deadlines, and workload.
• Availability during regular business hours is needed for client and trade communication, city appointments, and pickups.
• Compensation is $28–$32 per hour, depending on experience.

Work setting

• The role includes in-person tasks and local errands.

Design and construction coordination

• Organize project specifications, product information, approvals, and current documents for the project teams.
• Track outstanding decisions, questions, and changes; follow up and route information to the appropriate people.
• Coordinate communication among founders, clients, suppliers, and trades.
• Obtain quotes, confirm availability and lead times, order approved materials, and coordinate order tracking, pickups, and deliveries.
• Pick up samples and keep project materials organized.

Client communication and administration

• Coordinate client onboarding, gather information, organize documents, and schedule meetings.
• Prepare routine correspondence under the founders’ direction and follow up on approvals and outstanding information.
• Maintain clear records of client communication and decisions and serve as a professional contact for administrative questions.

Permits and company administration

• Coordinate permit submissions using documents prepared or approved by the project team; track requirements and correspondence.
• Book city reviews and appointments and follow up on next steps.
• Print, assemble, and organize drawings and other project documents.
• Track business licence and insurance renewals and other administrative deadlines; maintain organized files, trackers, and systems.

Founder support

• Review and organize inboxes, flag messages requiring attention, and track follow-ups.
• Maintain calendars, coordinate appointments, pick up company and personal mail, and handle occasional returns and errands.

What the employer is looking for

• Proven experience in administration, office or studio coordination, executive assistance, or a comparable support role.
• Enjoyment of organizing information, maintaining systems, and following tasks through to completion.
• Strong attention to detail, especially with specifications, approvals, orders, and documents.
• Excellent written and verbal English communication and confidence using spreadsheets, email, calendars, and digital filing systems.
• Design or construction background is valuable, but strong administrative skills and industry interest are also welcome.