Director of First Impressions

Director of First Impressions

Bluegrass Land Title, LLC is currently looking for candidates for our Director of First Impressions role. This position serves a number of critical functions within our organization, but it can be best summarized as a hybrid between an Executive Assistant and Receptionist role.

With regards to reception work, the Director of First Impressions greets customers (whether in person or by phone) and ensures that they are routed to the correct individuals who can best assist them with their needs. Customers calling about business with their own loans will be routed to the correct member of the Operations team who can best assist them with their inquiry. Individuals who come to the office for closings will be greeted, made to feel welcome, and directed to their closing room as quickly and efficiently as possible. Closing rooms are to be cleaned after every closing and prepared for the next guests. This role is responsible for ensuring that all items necessary for proper hospitality of our guests (food, beverages, BLT pens, etc) are all stocked up and ready for our guests. The Director of First Impressions will work with the Director of Operations to ensure that all company locations have a current, up to date contact list of employees and phone numbers and will ensure that this information is made available on the company intranet for all employees to utilize.

In terms of Executive Assistant Responsibilities, the Director of First Impressions works with the Operations team to ensure that internal workflow of documents flow as smoothly as possible by and are routed to the end-user by the most effective means possible. The Director of First Impressions will provide support services to the Managing Partners as well as all members of the management team by preparing correspondence, maintaining spreadsheets and communicating with others (internal and external) as requested.

Job Responsibilities:

• Greet "in-person" customers and provide the maximum level of personal attention so as to provide top notch customer service experience.
• Efficiently and effectively answer incoming calls and ensure that they are routed to the correct person who can best assist with the caller's needs.
• Process, scan and/or file any paperwork necessary as directed.
• Ensure that incoming mail is properly sorted and delivered to the appropriate party.
• Collect outgoing mail and utilize the most appropriate delivery method to ensure prompt delivery.
• Maintain the reception area. Frequently verify current levels of stock of snacks, beverages and BLT marketing materials are maintained and order additional items as necessary. Check current display stock of business cards for presentment to guests.
• Prepare and maintain Word and Excel documents as required by the management team.
• Perform any other duties as may be assigned from time to time to ensure maximum customer satisfaction.

Requirements:

• A high school diploma or GED is required for this role.
• Previous experience in a front-facing customer service role is required.
• Previous experience as an Administrative Assistant, Executive Assistant or other role where providing administrative support to augment the effectiveness of a member (or members) of an employer's management team was a key component of your role with them is strongly preferred.
• Top notch customer service skills - in both written and verbal delivery - are required.
• Solid technical skills involving basic computer utilization, software packages (specifically Word, Excel, Powerpoint and Outlook) and standard office equipment (printers, scanners, copiers, etc) is required.