First Impressions Representative

Conservative Financial Solutions is looking for a positive, professional, and highly organized individual to join our team as a First Impressions Representative.

This position is much more than answering phones or sitting at a front desk. Our First Impressions Representatives are often the first people our clients see when they walk through our doors and the first voices they hear when they call our office. We want every client to feel welcomed, recognized, and genuinely cared for.

The right person naturally enjoys interacting with people, takes pride in creating a great experience for others, and brings a positive attitude to work each day. Whatever may be happening behind the scenes, our clients should always be greeted by someone who is warm, upbeat, patient, and ready to help.

At the same time, this position requires exceptional attention to detail. Our clients trust us with sensitive personal and financial information, and protecting that information is a responsibility we take very seriously.

We're looking for someone we can trust—not only to complete a list of tasks, but to recognize what needs to be done and take ownership of it.

You’ll help set the tone for every client’s experience in our office by:

• Warmly greeting clients and guests as they arrive
• Checking clients in and notifying the appropriate team member
• Learning and remembering client names
• Offering beverages and assisting with coats
• Engaging clients in friendly, professional conversation
• Escorting clients to meeting rooms
• Paying attention to clients who are waiting and proactively addressing delays or needs
• Maintaining a welcoming, organized, and professional reception area
• Helping ensure clients leave our office with the same positive impression they had when they arrived

You’ll serve as one of the primary voices of Conservative Financial Solutions by:

• Answering a multi-line phone system in a friendly and professional manner
• Determining the reason for a client’s call and directing them appropriately
• Answering basic questions when appropriate
• Scheduling and rescheduling appointments
• Taking accurate and detailed messages
• Recognizing urgent or sensitive situations and escalating them appropriately
• Maintaining professionalism and patience when assisting frustrated or concerned callers

Strong Microsoft Outlook skills are especially important in this position.

Responsibilities include:

• Scheduling and rescheduling client appointments
• Managing multiple advisors’ calendars
• Coordinating meeting and conference rooms
• Sending and updating calendar invitations
• Coordinating Zoom appointments when requested
• Identifying and preventing scheduling conflicts
• Communicating schedule changes with clients and team members

You’ll help ensure our advisors and clients are ready for each appointment by:

• Preparing or organizing necessary paperwork
• Confirming rooms and schedules are ready for upcoming appointments
• Communicating client arrivals to advisors and staff
• Scanning and properly routing documents following meetings
• Updating information in Redtail CRM as appropriate
• Resetting meeting rooms for the next appointment
• Ensuring client paperwork and follow-up items reach the appropriate team member

The Welcome Center also handles many of the small details that make a professional office operate successfully.

Responsibilities may include:

• Incoming and outgoing mail
• Fed Ex/UPS shipments and deliveries
• Scanning and filing
• Shredding confidential documents
• Ordering and stocking office supplies
• Maintaining beverages and hospitality supplies
• Preparing client birthday cards
• Assisting with client mailings
• Maintaining the lobby, kitchen, conference rooms, and other…