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Office Manager
2 weeks ago
_**Office Manager - Administration, Events and Client Contact**:_ Do you love beautiful things? Are you known for making things better? 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? 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 primary receptionist, greeting customers and visitors in a professional and welcoming manner. - Warranty Wizardry - Serve as the first point of contact for warranty inquiries from Ontario customers. Assess requests, 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. - Coordinate travel arrangements as requested by staff and management. - 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. **Sales & Marketing**: - Plan and execute luxury brand events twice per year - Qualify and manage inbound sales leads - 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. - Special projects **Showroom Experience**: - Oversee the maintenance and presentation of the office and showroom, including - Oversee showroom operations by managing and maintaining product offerings (lighting, plumbing, furniture, samples). - Build relationships with potential new suppliers for point-of-sale products and actively sell those items. Lead small-scale showroom refresh projects. **Office Administration**: - Coordinate cleaning services, seasonal décor installation, and showroom sample organization. - Provide support for filing, scanning, and general administrative tasks as requested. - Complete detailed minutes of meeting and ensure timely distribution to relevant stakeholders **Finance**: - Create and send estimates and invoices using QuickBooks - Track payments - Assist clients in keeping accounts paid and up-to-date - Complete weekly cheque deposits and assist with daily financial operations. - **Skill and 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 **Experience/Education**: - 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, Pow
