Front Desk Administrator

At Phillips Financial, we help individuals, families, and businesses move boldly into the future with clarity and confidence. Since 1949, our Fort Wayne-based firm has built its reputation on transparency, relational insight, strategic rigor, and the belief that listening first is the foundation of meaningful financial guidance. Today, Phillips Financial employs more than 30 professionals serving clients across three business units: individual wealth management, employer-sponsored qualified retirement plans, and employer benefits plans. Our work spans customized planning, disciplined investing, transparent guidance, retirement plan strategy, employee benefits consulting, and long-term support for the people and organizations we serve. Rooted in Northeast Indiana, we are a relationship-driven team living by our firm’s core values: Excellence, Integrity, Resourcefulness, Generosity, and Curiosity. We are committed to fostering a family-like atmosphere where everyone feels supported and valued. Our office is both welcoming and professional, with people at the heart of everything we do. This ensures that every team member can thrive and contribute to our collective success. Position Summary Phillips Financial is seeking a warm, organized, and highly service-oriented First Impression Specialist to be the welcoming face and voice of our Fort Wayne office. This role is responsible for creating an exceptional client and visitor experience from the moment someone walks through our doors or calls our office. The First Impression Specialist greets and serves clients, supports front office meeting operations, manages incoming phone calls, maintains the office environment, and assists with a variety of administrative and client deliverable tasks. The ideal candidate is someone who genuinely enjoys people, takes pride in anticipating needs, communicates with professionalism and warmth, and understands the importance of confidentiality, accuracy, and follow-through in a financial services environment. Key Responsibilities Client Experience & Front Office Hospitality Serve as the primary front office presence by warmly greeting, seating, and assisting clients and visitors. Phone Support & Communication Answer incoming calls promptly and professionally, using a positive and polished greeting. Open and close the office each business day. Help maintain an organized, professional, and welcoming office environment. Process copying, scanning, laminating, faxing, and document preparation requests for advisors and team members. Mail & Package Processing Process incoming and outgoing mail daily, including opening, scanning, distributing, and mailing items according to firm procedures. Task & System Updates As applicable, record and update tasks in Practifi with accurate due dates, task types, and comprehensive notes. Log client-related emails and maintain accurate records in accordance with firm procedures. What Success Looks Like The First Impression Specialist succeeds by consistently creating a client experience that feels warm, prepared, personal, and professional. This person anticipates needs before being asked, keeps the office running smoothly, protects confidential information, follows through on details, and supports advisors and teammates with a positive, service-minded attitude. Success in this role also means being a culture-add: someone who brings a calm, can-do spirit, jumps in to help, communicates well, and contributes to the teamwork and good energy that define Phillips Financial. Preferred Skills & Experience Qualified candidates should bring: Experience in a front office, client service, hospitality, administrative, or professional services environment Excellent interpersonal skills and a warm, professional presence Strong verbal and written communication skills Close attention to detail and the ability to follow procedures accurately Ability to prioritize tasks and manage time effectively in a busy office setting Comfort using office technology and software systems Proficiency with Microsoft Office and general office equipment Experience with CRM, document management, phone systems, FedEx, USPS, scanning, printing, binding, or laminating equipment is helpful Ability to maintain confidentiality and exercise discretion Compensation and Benefits Competitive, market-based salary and bonus opportunity Generous benefits package, including 15 days PTO, 14 paid holidays, health insurance, disability coverage, dental, vision, HSA, and 401k contribution *Preferred candidates will include a cover letter with their updated resume, outlining why their skills and experience would be a good fit for the role and the firm. #J-18808-Ljbffr