First Impressions Coordinator

Hub International Insurance•Omaha, NE

18h•Onsite

About The Position

As a First Impressions Coordinator, you will be the first point of contact for guests, clients, and employees, ensuring a welcoming and professional environment. This role manages front desk operations, including phone and email communications, visitor management, scheduling, and coordination of office services. The Office Coordinator also supports facility needs, event logistics, and culture initiatives to ensure the smooth operation of the office and a positive workplace experience.

Requirements

High school diploma or equivalent preferred
At least 2 years of experience in administrative, office support or customer service role preferred
An equivalent combination of education and/or relevant work experience may be substituted in lieu of minimum qualifications
Proficiency with Microsoft Office Suite; ability to quickly learn new software tools
Strong verbal and written communication skills
Excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment

Responsibilities

Greet and assist visitors and clients upon arrival, directing them to the correct conference rooms or contacts.
Answer and direct all main line and Medicare-related calls, providing exceptional customer service and scheduling for designated team members.
Serve as the primary monitor of the front desk email inbox, responding promptly and routing messages appropriately.
Utilize the email to send announcements about donation drives, food trucks, chair massages, and other culture-related updates.
Maintain and update the “Main Phone Line Operator” workspace to ensure current and accurate call-handling instructions.
Prepare morning coffee and maintain supplies.
Wash dishes daily and keep the front desk, soda shop, and kitchenette tidy and stocked.
Assist with conference and training room set-up, including arranging furniture and ensuring technology is operational; contacting IT if needed.
Ensure conference rooms are clean and reset after use (chairs, tables, tech, pens, notepads).
Coordinate in-house catering requests and place orders, including catering for culture events; Oversee set-up and tear-down.
Manage trade show equipment and promotional items inventory; including check-outs, returns, and new item orders.
Act as primary liaison with the property management company for building maintenance requests, submitting and tracking work orders.
Oversee inbound deliveries and pickups (FedEx, UPS, USPS, flowers, gifts, catering), ensuring proper routing and notification.
Manage temporary badge check-outs and coordinate with SEI for team member badge activation/deactivation.
Support emergency and holiday office shutdown procedures in coordination with leadership.
Prepare and distribute new hire welcome bags for all new employees.
Maintain subscriptions (e.g., Wall Street Journal)
Order and track new team member name tags and other branded materials.
Coordinate team member gifts and e-cards for life events (flowers, memorials, baby, wedding, etc.).
Provide general support to the culture team with other duties as assigned.