Office & Design Assistant
Location: Edmonton, AB
Type: Full-Time, In-Office
Outline Homes is a design, renovation, and realty company built on helping clients love where they live. This position is a maternity leave coverage role beginning in September 2026, with an expected term of approximately 12 to 18 months.
As an Office & Design Assistant, you will play a key role in helping our business stay organized and run smoothly. This position is primarily focused on administrative support, from assisting with payables and scheduling, to supporting client communication, and helping maintain our office and project inventory. While the role is administration-driven, you'll also have the opportunity to assist our design team with tasks as needed. Your attention to detail and organizational skills will support both the office and project workflows, creating the foundation for excellent client service and future growth opportunities.
What You’ll Do
Office Administration
· Process accounts payable, including coding, verifying, and entering vendor invoices into QuickBooks Online
· Maintain accurate financial and project-related documentation, ensuring alignment with internal approvals and budgets
· Reconcile vendor statements and resolve invoice discrepancies in a professional and timely manner
· Monitor outstanding payables and prepare weekly payment runs
· Support month-end and project cost tracking through data organization and reporting
· Maintain organized digital filing systems and office documents
· Oversee general office operations including ordering supplies, managing incoming mail/packages, and coordinating office maintenance
· Provide administrative support to the design and construction teams, including scheduling and preparing internal documents
· Assist with onboarding new trades, employees, and vendors (collect WCB, insurance, etc.)
· Coordinate product returns, warranty claims, and return authorizations (RAs) with vendors
· Coordinate client meetings by scheduling appointments, preparing agendas, organizing meeting materials, and ensuring the office is stocked with refreshments
· Prepare and maintain internal spreadsheets and reports, including job costing, consumable tracking, lead tracking, cash flow, and other operational reports
· Assist with updating company templates, forms, and internal documents to improve consistency and efficiency
Design Support
· Help maintain and update the sample library
· Pick up samples/materials as needed
· Track and organize material, finish, and furniture orders
· Take notes during design meetings and follow up on tasks
· Assist with product sourcing and researching finishes, fixtures, furnishings, and materials for client projects
· Stay current on industry trends and new product offerings
Qualifications
· 2+ years experience in accounting, bookkeeping, accounts payable, or office administration; exposure to design or construction is an asset
· Strong working knowledge of QuickBooks Online and Microsoft Office Suite (Excel proficiency required)
· Comfortable handling numerical and document accuracy with a high degree of attention to detail
· Strong organizational skills and attention to detail
· Excellent written and verbal communication skills
· Ability to multitask and prioritize in a fast-paced environment
· Proactive and willing to take initiative
· Interest in interior design and familiarity with design processes preferred
· Valid driver's license and reliable transportation for errands and site visits
Personal Attributes
· Highly organized and detail-oriented
· Adaptable and open to feedback and new ideas
· Professional, clear, and friendly communicator
· Collaborative and energetic in an open-office setting
· Willing to ask questions and seek clarification when needed
· Comfortable learning new software and using technology, including AI tools, to improve efficiency and support daily administrative tasks
Working Conditions
· Full-time, based in our Edmonton office
· Occasional travel for vendor pickups or site visits
· Flexibility to adapt to evolving business needs and deadlines
Why Join Us?
At Outline Homes, you'll be part of a collaborative team that blends design, construction, and realty. This role gives you the chance to build strong administrative skills while gaining exposure to the design world. If you're detail-oriented, eager to learn, and excited to work in a creative environment, we'd love to hear from you.
How to Apply
Please send your resume and cover letter to [email protected].
Pay: $20.00-$24.00 per hour
Benefits:
- Casual dress
- On-site parking
Experience:
- Admin, office, or design-related: 1 year (required)
Licence/Certification:
- Driving Licence (preferred)
Location:
- Edmonton, AB T6B 3E6 (preferred)
Work Location: In person
