Director of First Impressions (onsite- Front Desk Coordinator)

Overview:
Do you like chatting with people? If so, this role is for you! The purpose of this position is to ensure front-of- house providing superior customer service to the firm’s prospects, clients and team members. Position requires employee to perform general administrative services such as incoming calls, calendar management, preparing the conference rooms for all meetings, outgoing mailings, and welcoming clients to the office. This position is Monday- Friday 8-5pm, with some evening events that require attendance.

Job Duties:
Daily:

Answer the phones in a friendly, warm manner

Record notes from every client conversation in the CRM

Maintain an organized, compliant and efficient filing system

Sort and distribute all incoming mail

Assist with copying or scanning as requested by the team

Pull appropriate client files when requested by the team

Assist our onboarding and client service specialist with fax confirmations & follow-up phone calls to appropriate companies

Mail all outgoing correspondence as needed

Mail follow-up letters to clients after each appointment (as needed)

Greet incoming clients in a professional manner and generate small talk

Have beverages and cookies in-stock/prepared for clients

Capture client details and life events that may require a card or recognition

Confirm all client upcoming appointments a day in advanced

Run errands as necessary

Manage the office calendar, regarding appointment rescheduling

Ensure the conference room is prepared for all meetings

Complete all assigned tasks assigned within timeframe assigned

Weekly:

Maintain and inventory of office supplies and notify the Office Manager of what is needed

Stock the refrigerators with variety of drinks

Attend seminars as needed (after hours-with adjusted time)

Monthly:

Assist marketing as needed

Knowledge, Skills & Abilities:

Ability to make small and engaging small talk

Proficient phone skills

Command of the English language and grammar

Experience working in a fast-paced environment

Ability to prioritize and work with a demanding team

Attention to detail

Working knowledge of computers and software

Ability to multi-task with thoroughness

Minimum Requirements:

Specific software knowledge (database, MS Office Suite, PowerPoint, CRM)

Phone skills

Detail oriented

Personal Skills:

Strong work ethic

Flexible

Self-Starter

High level of interpersonal skills

Customer service oriented

Able to multitask and maintain attention to detail

Possesses a passion to help team and clients

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, duties, skills, qualifications, or working conditions associated with the role.

Job Type: Full-time

Pay: $35,800.00 - $40,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Palm Harbor, FL 34685 (Required)

Work Location: In person

Salary : $35,800 - $40,000