Showroom Manager & Executive Assistant

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 showroom, which includes the office. This stunning space showcases our best work. You will support internal teams, and facilitate smooth communication across departments. You’ll be the first person to greet people meet when they enter our space, call or email us. 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.

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.
• 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.

Finance
:

• Create and send estimates and invoices using Quick Books to also track payments.
• Assist clients in keeping accounts paid and up‑to‑date.
• Complete weekly cheque deposits and assist with daily financial operations.

• 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…