FIRST IMPRESSIONS COORDINATOR (RECEPTIONIST)

Description

Benefits and Perks:

• Competitive salary, PTO, and paid holidays.
• Medical, Dental, Vision insurance.
• Short-Term/Long-Term Disability.
• Basic Life insurance.
• Flexible Spending Accounts (FSAs).
• 401(k) with matching company contributions.
• Accident, Critical Illness, Hospital Indemnity, and other ancillary benefits available.


 

Job Summary:

As a welcoming face of Providence Title, the First Impressions Coordinator plays a pivotal role in creating a positive experience for our clients and customers. This position involves greeting visitors in person, over the phone, and via email with warmth and professionalism. Additionally, this position supports the Closing process by informing the team of visitors, sorting and delivering mail, and ensuring all common areas are clean and well-stocked. Strong interpersonal, communication, and organizational skills are critical in this role. 

Duties and Detailed Responsibilities:

• Be present in the office from 8:30 a.m. to 5:00 p.m., Monday through Friday.
• Greet and welcome all customers, by name when possible, and offer them refreshments upon arrival. Notify the appropriate party of the visitor’s arrival. If they are unavailable, contact another team member to assist.   
• Answer the phone within three rings, clearly stating, “Good morning/afternoon, Providence Title.” Assist the caller and forward to the appropriate party. Escalate important calls (e.g. closing right now, need info to draw papers, all funding calls). Do not keep anyone holding longer than two minutes. 
• Keep the receptionist area, work room, kitchen, and conference rooms clean. Replenish snacks, drinks, paper, and pens as needed.  
• Refill copiers and printers with paper each morning, making sure all equipment in the work area has plenty of paper and is functioning properly. Call in service on any equipment. 
• Monitor supplies on a weekly basis and order supplies as needed and approved by the manager. Keep postage machine funded and ink and toner supplies stocked. 
• Enter new orders the day a contract is received, completing all data entry required to order title work, including filling out file orders and ordering tax certificates.
• Check the mail and bills daily. Prepare FedEx packages for pickup.
• Assist other support team members with various tasks across all support team functions, including billing, accounting, marketing, and escrow.

Qualifications

• Customer Service: Prioritize the needs of clients and customers and strive to provide a positive experience.
• Communication: Strong Verbal and written communication skills.
• Interpersonal: Ability to build rapport and provide excellent customer service.
• Attention to Detail: Accurate and thorough in administrative duties.
• Professionalism: Able to represent Providence Title positively and professionally by maintaining a neat appearance, adhering to company values, and handling confidential information with discretion.
• Computer Skills: Proficient in basic computer skills such as using email, word processing software, and office equipment such as copies and printers.