First Impressions Specialist

The First Impressions Specialist is accountable for the client experience at Bauman Wealth Advisors' St. George office and at our educational seminars. This person owns every first point of contact for clients, prospects, vendors, and team members, whether in person, by phone, or at an event. The role is responsible for timely and accurate appointment scheduling and confirmation, including advisor appointments set with seminar attendees. Responsibilities also include same-day client call response, complete CRM documentation of every client conversation, and ensuring a welcoming and presentable office environment prior to client arrivals. The First Impressions Specialist also prepares client paperwork, coordinates document signatures, and provides notary services for client documents. The First Impressions Specialist reports directly to the Director of Experiences. ABOUT BAUMAN WEALTH ADVISORS Bauman Wealth Advisors is a founder-owned retirement planning firm that has been advising pre-retirees and retirees across southern Nevada and southwest Utah since 2000. We plan across the full retirement picture: income, investments, taxes, estate, insurance, and healthcare. Most of our clients are making the largest financial decisions of their lives with us. How they are greeted, remembered, and followed up with is a big part of why they stay. We currently manage approximately $300 million in assets for the 800+ families we serve. SUCCESS LOOKS LIKE Every visitor, client, prospect, and seminar attendee receives a consistently warm and professional experience, with prompt communication and a welcoming environment. Seminar attendees leave with a confirmed advisor appointment, and their information is captured accurately in the CRM the same day. Administrative work runs smoothly, including appointment coordination, client paperwork, document signatures, CRM records, and daily workflows, all handled with a high level of accuracy. The office is managed proactively: supply needs are anticipated, facility and IT issues are handled efficiently, and the space is always client-ready. OBJECTIVES Serve as the first point of contact for every client, prospect, vendor, and guest, in person and by phone, delivering a consistently warm and professional experience. Own the appointment scheduling and confirmation workflow for all assigned appointments, including annual reviews, seminar-generated appointments, and confirmation calls. Attend educational seminars and client events. Support setup, registration, and attendee check-in, and meet with attendees to schedule advisor appointments on-site. Make sure attendee information is collected accurately and entered into the CRM promptly after every event. Prepare and organize client paperwork, coordinate document collection and signature requirements, and ensure client requests are processed accurately and on time. Provide notary services for client documents in accordance with Utah notary regulations and firm compliance requirements. Maintain CRM accuracy by logging every client interaction and updating client contact information during confirmation and review calls. Maintain a client-ready office environment, including the lobby, waiting area, beverage station, hospitality supplies, and conference rooms. Manage office and hospitality inventory proactively using an inventory log, placing orders before supplies run low. Coordinate facilities, equipment repair, shred service, water service, and IT support, tracking each request through to resolution. Handle all incoming and outgoing mail and packages, and support quarterly client update report mailings and other firm-wide mailings. Manage client recognition correspondence, including birthday, anniversary, sympathy, and thank-you cards, as well as seasonal office decor. Provide administrative support to advisors and team members as directed, including copying, scanning, calendar management, and client onboarding support. COMPETENCIES Ability to serve as the calm, organized first point of contact in a busy office, efficiently managing phone calls, walk-ins, scheduling, paperwork, and administrative requests while ensuring all tasks are handled accurately and promptly. Excellent phone presence and in-person communication skills, including the ability to make an unfamiliar caller or seminar guest feel expected rather than processed, and to handle a frustrated or anxious client with patience and clarity. Confidence in converting a seminar conversation into a scheduled appointment through warm, professional, and pressure-free engagement. High attention to detail on the things clients notice: a name spelled correctly, a document signed in the right place, an appointment confirmed on time, a follow-up that arrives when it was promised. Sound judgment and discretion with confidential client and financial information. A proactive mindset: takes ownership of the office environment and anticipates facility needs ahead of time. A disciplined CRM and systems user who treats accurate documentation of every client conversation as part of the service, not paperwork after it. EDUCATION AND EXPERIENCE 2+ years in a customer service, front desk, hospitality, or client-facing administrative role Active Utah Notary Public commission, or the ability to obtain one within 90 days of hire Proficiency in the Microsoft 365 suite Experience working in a CRM or comparable client database Demonstrated ability to manage time across multiple responsibilities in a fast-paced environment Excellent written and verbal communication, with a strong command of English grammar Availability for local seminars and events, including some evenings High school diploma or equivalent required Preferred: Experience in financial services, banking, insurance, or professional services, or experience supporting seminars, events, or high-volume appointment setting. TOTAL REWARDS Base salary of $45,000 - $50,000 per annum Medical, dental, and vision plans Retirement plan Paid time off Professional development and training support PHYSICAL REQUIREMENTS Long periods of sitting at a desk and working on a computer Frequent standing, walking, and greeting guests throughout the business day, plus extended standing at seminars and events Ability to lift and move supply deliveries, beverage deliveries, and event materials weighing up to 25 pounds #J-18808-Ljbffr Bauman Wealth Advisors