OakWood Designers & Builders
Join Ottawa's Premier Design & Build Team
For over 70 years, OakWood Designers & Builders has been helping Ottawa families create exceptional homes through our award-winning Design & Build process. As a fourth-generation, family-owned company with more than 10,700 completed projects, we are recognized for our commitment to quality, innovation, and outstanding customer service.
We specialize in custom homes, major renovations, kitchens, bathrooms, additions, and income properties. Our team is collaborative, professional, and passionate about delivering an exceptional client experience from the first phone call through warranty completion.
We are currently looking for a highly organized, customer-focused Operations Coordinator to join our growing team.
If you thrive in a fast-paced environment, enjoy supporting multiple departments, and take pride in delivering exceptional service, we'd love to meet you.
About the Role
The Operations Coordinator is the central point of coordination for OakWood's office operations and client experience. This role supports the Sales, Design, Estimating, Production, and Warranty teams while ensuring the office runs efficiently and professionally. The successful candidate will be an excellent communicator, highly organized, detail-oriented, and comfortable balancing administrative responsibilities with client service.
Key Responsibilities
Office Administration
- Manage the daily operations of the OakWood office
- Welcome clients and visitors to the Design Centre
- Answer and direct incoming phone calls and emails professionally
- Maintain office supplies, equipment, and vendor relationships
- Coordinate incoming and outgoing mail, courier services, and deliveries
- Schedule meetings and assist with company calendars
- Prepare correspondence, reports, presentations, and meeting minutes
- Assist management with administrative projects and company initiatives
- Maintain organized electronic and physical filing systems
Client Experience
- Provide exceptional customer service throughout the client journey
- Respond to client inquiries and direct requests to the appropriate team members
- Assist with appointment scheduling and meeting coordination
- Help maintain OakWood's professional and welcoming office environment
Warranty Coordination
- Serve as the first point of contact for homeowner warranty inquiries
- Provide homeowners with an overview of OakWood's warranty process and direct them to the appropriate warranty submission procedures
- Coordinate warranty requests with the Production and Warranty Departments
- Track warranty requests to ensure timely communication and follow-up
- Maintain organized warranty documentation and records
- Assist with scheduling warranty inspections and service appointments
Trade Partner & Supplier Coordination
- Assist with incoming calls and communications from trade partners and suppliers
- Coordinate documentation, scheduling, and general inquiries
- Follow up on purchase orders, deliveries, and supplier information as requested
- Support the Production team with day-to-day coordination of trade and supplier communications
- Maintain positive working relationships with OakWood's valued trade partners and suppliers
General Team Support
- Support the Sales, Design, Estimating, and Production departments with administrative tasks
- Assist with company events, meetings, and training sessions
- Help improve office procedures and administrative efficiencies
- Contribute to a positive, collaborative workplace culture
Qualifications
- Minimum 3–5 years of office management or senior administrative experience
- Exceptional organizational and time management skills
- Outstanding customer service and communication abilities
- Strong attention to detail
- Ability to manage multiple priorities simultaneously
- Professional telephone and email etiquette
- Proficiency with Microsoft Office (Outlook, Word, Excel)
- Experience using CRM, ERP, or construction management software is considered an asset
- Experience in a residential construction environment is considered an asset
What You'll Bring
- A positive, solutions-focused attitude
- Strong interpersonal skills
- Professionalism and discretion
- Confidence working with clients, suppliers, and trade partners
- Excellent problem-solving abilities
- Initiative and accountability
- Ability to work independently while supporting a collaborative team
Compensation & Benefits
OakWood offers a competitive compensation based on experience, including:
- Competitive salary
- Ongoing professional development
- Long-term career growth opportunities
- Stable, full-time employment
- Supportive and collaborative work environment
Why Join OakWood?
At OakWood, we believe our people are our greatest asset. We foster a culture built on integrity, teamwork, innovation, and continuous improvement. Every member of our team plays an important role in creating exceptional experiences for our clients.
If you're looking for an opportunity to build a rewarding career with one of Ottawa's most respected Design & Build companies, we'd love to hear from you.
Apply today and become part of the OakWood family.
Job Type: Full-time
Schedule:
- Monday to Friday
- 8-hour shift
Work Location: OakWood Design Centre – Ottawa, Ontario
Compensation
Salary: $55,000–$65,000 per year, based on experience, qualifications, and demonstrated skills.
OakWood Designers & Builders is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $55,000.00-$65,000.00 per year
Work Location: In person
