The Xanadu Homes Team improves people's lives by designing and building spaces that bring our clients' visions to life and exceed expectations.
Our clients deserve excellence and frankly, we prefer it that way. We create custom solutions for their unique homes and are seeking someone who is a cut above, someone who can juggle priorities and represent us with pride. We need a key team member with whom clients will fall in love, will keep us all organized and ensure our hardworking team of specialists have what they need when they need it. Is that you?
This role maintains the day-to-day operations of the office, which is actually a stunning showroom that showcases our best work. You will support internal teams, and facilitate smooth communication across departments. You'll be the first person people meet when they enter our space, you'll be the one to greet them over the phone, email or in-person. You'll ensure that our beautiful space operates as expected so our team and clients can focus on their transformational projects. You'll be the main point of contact for company news and events, in fact you'll create the events that bring our team together. You'll be communicating with clients who need some extra care at the beginning of their projects and over time. You'll also be an important part of our finance team so we can all keep making breath-taking spaces.
This job combines administrative, sales, marketing, and financial responsibilities to ensure the smooth operation of the office and contributes to the growth of our business. Understandably, we're looking for someone with strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously while smiling and offering smart solutions.
The role breaks down like this:
Client Experience:
Act as the on site concierge, greeting guests in a professional and welcoming manner.
Warranty Wizardry - Serve as the first point of contact for warranty inquiries from Ontario customers. Determine eligibility, and work with the supplier or internal team to resolve issues, including invoicing as necessary. Follow up to ensure customer satisfaction post-resolution.
Team Experience:
Support HR functions by processing new employee paperwork, submitting to relevant services (e.g., benefits), and assisting with other HR-related administrative duties.
Manage monthly staff breakfasts and end-of-year holiday celebrations.
Organize five social events annually, including the company Christmas party and staff picnics.
Serve as the team communicator, distributing major event updates, milestones, and office announcements.
Coordinate travel arrangements as requested by staff and management.
Provide support for filing, scanning, and general administrative tasks as requested.
Sales & Marketing:
Talk with and document information for inbound inquiries
Schedule 1st meeting between prospective clients and Xanadu Team Members
Manage Client Relationship Management (CRM) software to ensure project momentum and clean data
Set up client projects in Google Drive and manage the organization of project files.
Plan and execute luxury brand events twice per year along with other special projects
Showroom Experience:
Oversee the maintenance and presentation of the office and showroom
Oversee showroom operations by managing and maintaining product offerings (lighting, plumbing, furniture, samples).
Build relationships with suppliers and representatives to continually update offerings and sample availability for our team.
Lead showroom refresh projects.
Coordinate cleaning services, seasonal decor, and showroom sample organization.
Finance
:
Create and send estimates and invoices using QuickBooks to also track payments
Assist clients in keeping accounts paid and up-to-date
Complete weekly cheque deposits and assist with daily financial operations.
SKILLS & EXPERIENCE:
Attention to Detail: High level of accuracy in handling administrative tasks such as taking meeting minutes, filing, and invoicing.
Collaboration & Teamwork: Ability to work effectively within cross-functional teams, especially with design team, sales team, service team and management.
Adaptability: Willingness to take on new tasks and adjust to the evolving needs of the office or business, including adopting new technology.
Professionalism: Maintaining a high standard of professionalism, especially in customer-facing interactions and confidential tasks like HR and financial management.
Event Planning: Ability to organize and execute events of varying scale, including staff events, client parties, and marketing promotions.
Basic Accounting: Understanding of financial transactions, managing budgets, and working with QuickBooks or similar accounting software.
Ability to be interrupted and get back to task
Comfort with a transparent work environment for effective collaboration
High school diploma is a minimum requirement, though a post-secondary degree in business administration, marketing, or a related field would be ideal.
At least 2-3 years of experience in an office management or administrative assistant role, preferably in a business-to-business environment.
Proficient with Word, Excel, PowerPoint, and Google Drive/Docs for documentation, spreadsheets, and communication.
Ability to create invoices, estimates, track payments, and assist in general financial tasks using QuickBooks.
Xanadu - Who we are & What we offer:
You'll learn lots on our website about our 11+ year journey. Our goal is to be a leading employer for team oriented designers and craftspeople dedicated to working together to achieve clients' dreams in a net zero manufacturing facility. We started construction on that facility in September 2025. We go for Excellence - we use the right tools, systems and partners to deliver excellence. We know that projects always have variables. We work in ranges to allow clients and vendors to move with knowledge at a pace that works. We preplan, right down to the doorknob, so we can manage variables as they arise. We will be there through it all. We are not going anywhere - we'll be right here.
We work together to get it done, on time, as mindful, respectful professionals.
We are coachable, growth-minded people who solve challenges together.
We are in a service-based industry. We know it and live it. We communicate truthfully and honestly. Relationships are important to us.
We are a mature business that follows process.
Our clients are in the islands, in the Muskokas and across Ontario.
Let's go.
We offer competitive wages, benefits, team events, collaborative culture, all required equipment, mileage and all the excitement that comes with a growing company! This position works from the showroom in Elora, Ontario.
Preference will be given to those who apply through
https://xanaduhomes.ca/careers/
Job Type: Full-time
Pay: $25.39-$29.50 per hour
Benefits:
Dental care
Extended health care
Life insurance
Mileage reimbursement
On-site parking
Tuition reimbursement
Work Location: In person
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