First Impressions Coordinator

The First impressions Coordinator ensures that the administrative office runs smoothly, and that the team is administratively supported.

They are expected to create a positive first impression for all team members, investors and visitors to the office at all times.

They will undertake a variety of day-to-day office and clerical tasks while providing a generally helpful and positive demeanor. 

This person will be responsible for maintaining office operations, supply ordering and inventory, and additional office-wide management and coordination that may involve other departments and leadership.

They must remain professional, friendly, resourceful, proactive, and efficient.

This person is technologically savvy, proficient with Microsoft Suite Applications, and will have prior experience in a receptionist or Administrative Assistant role.

This person must be able to work independently and collaborate with the other Support Team members to manage the front desk.

They should have the ability to prioritize tasks, exceptional time management and strong problem-solving skills.

This person will serve as the main point of contact for the office and must be punctual and reliable.

A high school diploma and administrative support experience are required. 

 

Essential Functions for this Role:  


* Oversee the client experience - greet clients & guests upon arrival with professionalism 


* Answer incoming calls and route to appropriate team members  


* Assist with Caliber CAREs orders and events (catering, gifting, event setup etc) 


* Manage conference room calendars and partner with the Executive Assistants to support Executive Leadership Team calendars as needed 


* Daily mail sorting and mail routing (sending & receiving) 


* Scan, log and place all checks in the accounting safe 


* General data entry 


* Office supply ordering & organizing 


* General organization of the office, kitchen & closets  


* Use of corporate card and allocate expenses accordingly 


* Manage multiple systems/account used for company such as FedEx, Titan Alarm, Instacart and Amazon 


* Manage hotel booking for team member travel  


* Manage relationships with office facilities vendors such as cleaning staff and property manager 


* Assist the People Operations team with tasks such as team member onboarding, office space management and other tasks as assigned 


* Maintain office equipment such as printers and manage vendor relationship alongside IT 


* Serve as main point of contact for future office furniture needs 


* General administrative support as needed 


* Performs other duties as assigned