First Impressions Coordinator

Job Description

ABOUT YOU:

The First Impressions Coordinator role is a pivotal role at Smith Pauley LLP, responsible for ensuring that all interactions with our company, whether in-person, over the phone, or electronically, are positive, professional, and leave a lasting impression. The ideal employee is warm, welcoming, attentive, and always eager to assist in creating an unforgettable experience for our clients, partners, attorneys, and staff.

WHAT YOU’LL DO:

Reception & Front Desk - Serve as the face of the company for all visitors & responsible for our first impression

Greet and Direct- Warmly welcome visitors, clients, and employees, and direct them appropriately

Phone Management- Handle incoming calls, route them appropriately, manage voicemail, support initial intake calls, and update phone list

Deliveries – Retrieve downstairs and at the Security Desk

Correspondence- Receive, sort, and forward daily mail and facsimiles

Schedule Appointments- For both internal and external meetings if needed

Supplies and Food – Order and stock supplies and snacks. Order meals for Firm events and meetings.

Maintain Cleanliness- Ensure the reception area, meeting rooms, and common spaces are tidy and presentable

Administrative Support- Assist with administrative tasks, including copying, faxing, scanning, and taking notes

Coverage - Responsible for front desk coverage schedule

Training -Train and update desk coverage staff on proper reception etiquette and standards

Organization- Organize client & internal meetings, conference room set-up (including IT), and assist with events

Celebrations - Recognize birthdays and work anniversaries

Company Ambassador- Represent the company's brand in all interactions and perform other job-related duties as needed to help drive our vision, mission, and value

HOW YOU WILL HELP US SUCCEED:

·        Excellent interpersonal and communication skills

·        Ability to work independently and prioritize tasks

·        Strong organizational skills

·        Professional appearance and demeanor

·        Strive for punctuality at all times

·        Customer Focus: Dedicated to meeting expectations and requirements of internal and external customers

·        Listening Skills: Actively listens, registers, and addresses concerns or queries

·        Problem Solving: Efficiently and calmly handles queries, complaints, or situations

·        Ethics & Values: Represents the company's values in all interactions

·        Adaptability: Comfortable with multitasking and handling diverse tasks concurrently

·        Forward Thinking: Anticipating change and willingness to work in a constant flux of change/requests/priority planning will be key aspect of this role

DIVERSITY STATEMENT:

Smith Pauley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.