The Director of First Impressions/Reception and Firm Admin Support role serves as the face of the firm, responsible for creating a welcoming environment for all visitors and ensuring the smooth operation of the front desk, client hospitality areas, office equipment, and mailroom functions. This position also provides general administrative support to staff and departments as needed.

Essential Responsibilities

 Reception & Client Experience

• Greet clients and visitors warmly and professionally.
• Answer and direct incoming calls promptly and courteously.
• Maintain and restock the break room, including preparing coffee and beverages throughout the day.
• Ensure conference rooms are scheduled efficiently and without conflict.

Success Indicators:

• Consistently positive and professional client and guest interactions.
• Smooth operation of phone and visitor processes.
• Clean, organized, and well-stocked break and conference rooms.

Administrative & Office Support

• Receive, sign for, and distribute incoming mail and packages (USPS, UPS, FedEx).
• Process and prepare all outgoing mail, including UPS Overnight deliveries, in accordance with compliance standards.
• Maintain and troubleshoot office equipment (copiers, postage meter, fax machine).
• Order and manage office supply inventory.
• Track and document postage and mailroom charges for the Accounting Department.
• Update and maintain the APS Tracking Sheet regularly.

 Success Indicators:

• Accurate and timely distribution of mail and packages.
• Outgoing mail prepared and dispatched prior to scheduled pickups.
• Office equipment functional with minimal downtime.
• Detailed, accurate tracking of firm charges and expenses.
• Proactive communication regarding availability for additional projects.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• High attention to detail and accuracy.
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).