Administrator of First Impressions

Palomar; Oklahoma City (OK); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

100% employer-sponsored mental health

Monthly engagement activities

Pet-friendly offices

Public service loan forgiveness

Ongoing professional development

New state-of-the-art Maps 4 building

Job summary

Palomar seeks an Administrator of First Impressions to greet clients and visitors with a warm, trauma-informed approach. You will support survivors by guiding them to services and ensuring confidentiality, while coordinating with staff and partner agencies.

Your role includes screenings, check-ins, and risk alerts, helping move clients safely through reception, intake, and appointments with professionalism and care.

Qualifications

• Bilingual in Spanish and English preferred.
• Pursuing/graduate with an associate or bachelor’s degree, or 2 years related experience.
• Knowledge of domestic violence, sexual assault and stalking resources.
• Ability to treat people with kindness and hospitality.

Responsibilities

• Provide a friendly welcome to clients, visitors, and partners.
• Deliver trauma-informed, hospitality-first support to clients and callers.
• Conduct initial screenings and intake forms as appropriate.
• Check clients in for activities and notify partner agencies as needed.
• Monitor safety and facilitate smooth movement of people through the space.
• Maintain a safe, welcoming reception area and waiting spaces.
• Assist with transportation needs and basic client services.
• Triaged and connect clients with community partners when possible.
• Provide crisis intervention to de-escalate situations.
• Field donations and inquiries by phone or in person.

Skills

Bilingual (Spanish/English)

Customer service

Trauma-informed care

Office etiquette

Education

Associates or Bachelor's degree in related field

2 years related experience

Tools

Microsoft Office

Google Suite

Salesforce

Job description

Palomar’s Mission:

Our mission is to provide protection, hope and healing. We are a welcoming community that empowers and supports survivors through comprehensive, holistic services focusing on the whole person. Our collaborative, comprehensive approach creates a safe space where we use strength-based approaches to break the cycle of violence and create pathways to hope for those in our community.

Summary:

The Administrator of First Impressions will serve as the initial point of contact for clients, visitors, and community partners accessing services at Palomar. In this unique role, you will support survivors of domestic violence, sexual assault, stalking, and other forms of abuse by prodiving a welcoming, trauma-informed, and hospitality-first experience. You will help ensure that clients and visitors accessing critical services feel safe, valued, and supported from the moment they arrive. The Administrator of First Impressions plays a vital role in fostering positive client and visitor experiences while supporting the needs of Palomar staff and the broader network of partner agencies. Your professionalism, attention to confidentiality and privacy, compassion, and organizational skills will help reduce barriers and create a safe space for healing and hope.

Essential Job Duties:

• Provide a friendly, warm, and hopeful welcome to all visitors, clients, and accompanying persons upon arrival at Palomar;
• Provide trauma-informed, hospitality-first support to clients and callers; building trusting relationships with clients, staff, and community partners;
• Conduct initial screenings including intake forms, SBIRT, CAWP, and danger assessments as appropriate;
• Check clients in for new client chats, classes, partner appointments, the pet pantry, and shop visits, ensuring accurate documentation and notification to partner agencies;
• Monitor client safety and support smooth, safe movement of clients and visitors throughout the agency;
• Maintain a safe, welcoming, and comfortable reception area, intake rooms, and waiting room;
• Provide clients with food, water, snacks, and transportation assistance such as booking Embark or Uber rides when necessary;
• Assist with triage and connect clients with community partners to meet their needs;
• Provide crisis intervention when necessary to de-escalate situations and support client safety;
• Field donation and community inquiries in person or by phone;
• Assist with opening and closing preparations of the front desk, reception and waiting areas;
• Participate in weekly 1:1 meetings with your manager, weekly team meetings, monthly direct services meetings, and monthly committee meetings as coverage allows;
• Apply creative problem-solving to address issues and support client and staff needs;
• Perform other duties as assigned to support the mission and day-to-day operations of Palomar.

Position Requirements:

• Bilingual in Spanish and English preferred;
• Pursuing/graduate with an associates or bachelors degree in a related field, or 2 years of experience in a related field;
• Knowledge of best practices relating to domestic violence, sexual assault and stalking including, but not limited to: identification, safety, implementation and confidentiality;
• Knowledge of community resources to clients in need of specific immediate services (both on-site and off-site partners) and resources, including shelters and housing, observation facilities, and counseling and treatment options.
• Ability to treat people with kindness, respect, and provide a high-level of hospitality;
• Ability to handle stressful, fast-paced, and escalated situations;
• Proficiency in Microsoft Office, Google Suite, and Salesforce programs. Other technology proficiencies may be required;
• Ability to effectively meet with and engage with the public; ability to establish effective working relationships with supervisor, employees, onsite and offsite partners and the general public;
• Ability to pass background check

Physical Requirements:

• Regularly required to sit and work at a computer for long periods of time in an office environment.
• Lift/move/carry weight up to 25lbs.
• Must be able to hear and speak English.
• Visual acuity to read and draft reports, case notes, letters, etc.
• Manual dexterity to use and operate a computer.
• Noise level in the office is quiet to moderate; and a non-smoking environment.

Key Benefits:

• Prioritize your well-being with 100% employer-sponsored mental health services
• Monthly engagement activities
• Pet-friendly offices
• Public service loan forgiveness
• Ongoing professional development opportunities
• Be a part of a growing agency with a new state-of-the-art Maps 4 building.