Client Experience & Front Desk Coordinator

Mid-American Wealth; Kansas City (MO); On-site; USD 38,000 - 52,000; Full time

Job summary

Mid-American Wealth is seeking a Director of First Impressions to serve as the first point of contact for clients, visitors, and team members. The role focuses on delivering a superior client experience, managing front desk operations, and supporting administrative functions to keep the office professional and welcoming.

Responsibilities include greeting guests, handling calls, maintaining CRM records, supporting meetings, and coordinating office supplies.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• 2+ years of reception, customer service, or office admin experience.
• Professional appearance and demeanor.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Experience with Microsoft Office Suite and CRM systems.

Responsibilities

• Greet clients and visitors professionally and warmly.
• Answer calls, route them accurately, and respond to voicemails/email promptly.
• Maintain a clean, organized reception area.
• Manage client and visitor check-in processes.
• Provide administrative support including filing, scanning, data entry, and document prep.
• Prepare meeting rooms and materials for client and team meetings.
• Maintain records within CRM and company systems.
• Monitor and replenish office supplies; coordinate vendor orders.
• Coordinate with building management to resolve office issues.
• Assist with events, meetings, and special projects.
• Support advisors and team members with day-to-day admin needs.

Skills

Verbal communication

Written communication

Organization

Multitasking

CRM systems

MS Office Suite

Professional appearance

Education

High school diploma

Associate's or Bachelor's degree (preferred)

Tools

CRM systems

Microsoft Office

Job description

The Director of First Impressions (Client Experience & Front Desk Coordinator) serves as the first point of contact for clients, visitors, and team members. This role is responsible for creating an exceptional client experience, managing front desk operations, supporting administrative functions, and ensuring the office environment remains professional, organized, and welcoming.

Key Responsibilities

• Greet clients and visitors promptly, professionally, and warmly.
• Answer incoming phone calls, route calls accurately, and respond to voicemails and emails in a timely manner.
• Maintain a clean, organized, and welcoming reception area.
• Manage client and visitor check-in processes.
• Provide administrative support including filing, scanning, data entry, and document preparation.
• Prepare meeting rooms and materials for client and team meetings.
• Maintain accurate records within CRM and company systems.
• Monitor and replenish office supplies and coordinate vendor orders.
• Serve as the primary contact for office maintenance and facility-related issues.
• Coordinate with building management to resolve office concerns promptly.
• Assist with company events, meetings, and special projects as assigned.
• Support advisors and team members with day-to-day administrative needs.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• 2+ years of experience in reception, customer service, office administration, or a related role.
• Professional appearance and demeanor.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Experience with Microsoft Office Suite and CRM systems.Ability to handle confidential information with discretion.

Core Competencies

• Professional Communication
• Time Management
• Attention to Detail
• Organization & Planning
• Technical Proficiency

Success Measures

• 95% of visitors greeted within 30 seconds of arrival.
• 95% client satisfaction regarding first impressions and reception experience.
• 95% of phone calls answered within three rings.
• 100% response rate to voicemails and emails within 24 hours.
• 98% accuracy in call routing and message delivery.
• 100% on-time completion of assigned administrative tasks.
• Office supplies maintained and facility issues addressed within 1 business day.