Studio & Project Coordinator
South Etobicoke, ON | Part-Time
Warm Welcome Design is a boutique interior design studio specializing in high-end residential interiors, with a growing presence in commercial design. We are seeking a highly organized, detail-oriented Studio & Project Coordinator to support the execution of our projects and ensure a seamless experience from concept through installation.
About the Role
This role is focused on execution, coordination, and follow-through. You will play a key role in keeping projects on track by managing procurement, coordinating with vendors and trades, and supporting the day-to-day flow of multiple projects.
Working closely with the design team, you will help translate creative vision into reality by ensuring that timelines, orders, and logistics are handled with precision and care.
Key Responsibilities
- Support initial prospect inquiries by gathering key information, scheduling discovery calls, and ensuring timely follow-up
- Support the execution of multiple interior design projects from onboarding through final install
- Build and maintain project timelines, workbacks, and task tracking systems
- Coordinate procurement including order placement, tracking, and delivery scheduling
- Communicate with vendors, suppliers, and trades to ensure accuracy and timelines are met
- Answer the phone and team email and direct to others as needed
- Collaborate with designers on project timelines and design details
- Proactively follow up on outstanding items, backorders, deficiencies and deliveries
- Assist with client communication, including sharing updates and responding to project-related inquiries
- Coordinate and attend site visits, deliveries, and installations as needed
- Track project budgets, expenses, and change orders alongside the design team
- Maintain organized project files, documentation, and status updates across all active projects and internal software
- Troubleshoot day-to-day project challenges and help keep projects moving forward
What We’re Looking For
- Someone who is interested in working a flexible schedule, spreading 15-20 hours a week over 5 business days.
- Someone interested in the role growing into a full-time position.
- Confident communicator with the ability to follow up and manage multiple stakeholders
- Highly organized with exceptional attention to detail
- Comfortable managing multiple projects simultaneously
- Proactive, resourceful, and solution-oriented
- Can act with urgency when required
- Understanding of the design and/or construction process
- Proficiency with project management tools (ClickUp or similar), Canva and Google Workspace
Why Join Warm Welcome Design?
- Work on thoughtful, high-impact projects where beauty and function go hand in hand.
- Join a collaborative, design-driven studio that values care, craftsmanship, and excellence.
- Grow your skills and career alongside an ambitious and evolving company.
- Enjoy a supportive, flexible work environment that prioritizes both high standards and balance.
- Be part of a team dedicated to delivering an exceptional client experience at every stage.
To Apply
Send your resume and a brief message sharing why you’re interested in the role to [email protected] with the subject line: “Studio & Project Coordinator Application – [Your Name]”
Work Location: In person
