Client Concierge & Office Administrator

Our Philosophy

At Madison Taylor Design, we believe exceptional design deserves an exceptional client experience. The Client Concierge & Office Administrator is the welcoming face, organizational hub, and service champion of our company.

Success in this role comes from creating meaningful experiences, anticipating needs, building relationships, and supporting the team behind the scenes so every project and every client interaction reflects the professionalism, warmth, and attention to detail that defines Madison Taylor Design.

Position Summary

The Client Concierge & Office Administrator is the central hub of Madison Taylor Design.

Inspired by the service philosophy of luxury hospitality brands, this position is responsible for creating, providing and maintaining an exceptional client experience. Anticipating our client needs, creating memorable experiences, and ensuring every interaction reflects Madison Taylor Design’s commitment to excellence, professionalism, and thoughtful attention to detail.

This role combines office administration, company scheduling, and luxury client hospitality to create a seamless experience from the first point of contact through project completion.

Internally, this role serves as the organizational backbone of the office by managing the company calendar, coordinating meetings, supporting leadership and project teams, and ensuring daily operations run efficiently.

Key Responsibilities

Client Experience:

We are looking for someone who can build, grow and maintain a concierge program for our clients, in order  to provide an exceptional client experience throughout every stage of the design process.

• Welcome clients and visitors with professionalism, warmth, and enthusiasm.
• Anticipate client needs and respond proactively.
• Ensure every client interaction reflects the Madison Taylor Design brand and values.
• Coordinate personalized client gifts throughout the project lifecycle.
• Manage project milestone celebrations and client appreciation initiatives.
• Track important client dates and project milestones.
• Create memorable “wow” moments throughout the client journey.
• Research and implement new concierge initiatives and luxury service ideas.
• Coordinate seasonal client appreciation events and special touches.
• Serve as the first point of contact for general client inquiries.
• Coordinate client appointments and meetings.
• Ensure prompt follow-up on client requests.
• Assist project teams with client communications as required. Monitor the overall client experience and recommend improvements.

Office Administration:

Responsibilities Include:

• Maintain the master calendar for client meetings, presentations, site meetings, and internal meetings.
• Coordinate schedules between clients, consultants, leadership, and project teams.
• Schedule company meetings, interviews, training sessions, and events.
• Maintain visibility of key company milestones, project deadlines, vacations, and events.
• Answer incoming telephone calls and direct inquiries appropriately.
• Order and maintain office, kitchen, and hospitality supplies.
• Coordinate office equipment and service requests.
• Maintain digital and physical filing systems.
• Prepare correspondence, documents, reports, and meeting materials.
• Maintain client records and administrative files.
• Help build, maintain, and organize the company CRM.
• Assisting with company-wide initiatives and special projects.
• Support the implementation and continuous improvement of office procedures.

Qualifications

Education:

• Diploma or degree in Business Administration, Hospitality, Office Administration, Communications, or a related field is preferred.

What will make you successful:

• Minimum of seven years’ experience in office administration, executive support, client service, hospitality, or a similar role.
• Able to manage multiple priorities in a fast-paced professional environment.
• Google Suite experience. 
• Experience delivering exceptional customer service in a professional setting.
• Having previous experience setting up a concierge program will be considered a strong asset.

Skills & Competencies

The successful candidate will demonstrate:

• Exceptional customer service and hospitality skills.
• Excellent verbal and written communication.
• Outstanding organizational and time management abilities.
• Strong attention to detail and follow-through.
• High level of professionalism, discretion, and confidentiality.
• Ability to anticipate needs, solve problems proactively, and adapt to changing priorities.
• Strong multitasking and prioritization skills.
• Positive, collaborative, and service-oriented mindset.
• Proficiency with Google Workspace is required.
• Experience with Monday.com is considered an asset.
• Comfortable using AI tools to improve efficiency and support daily operations.

Benefits:

• Dental care 
• Extended health care
• Life insurance
• On-site parking

Employment Position Details

• Full Time: 37.5 hrs/week
• Compensation: Starting $60,000 – $70,000
• Work Environment: In-office
• Location – 14 Finlay Mill Road, Midhurst, Ontario

Please submit your resume, portfolio, and a cover letter detailing your experience and qualifications to lisa@madisontaylordesign.com.

Madison Taylor Design is an equal opportunity employer. We are committed to fostering an inclusive and diverse work environment for all employees.  Accommodations are available upon request.