First Impressions Specialist

Fort Wayne, Indiana
Posted: 03/17/2021

Job Title: First Impressions Specialist (Intern)

Department: Before Team

Reports to: First Impressions Lead

Howard Bailey Financial is seeking a personable, enthusiastic and efficient First Impressions Specialist to join our growing team. This role is tasked with providing best-in-class service through welcoming guests, guiding them to their conference space, and ensuring that accommodations align with the Howard Bailey brand experience. They will also be the first point of contact for anyone who calls or sends us a text message. They will have a meticulous attention to detail, and will be able to manage multiple tasks simultaneously, including logging all communication in our CRM. Smiles and a positive attitude are essential.


The First Impressions Specialist will greet our clients and guests when they visit, call or text; provide a high level of accommodation to in-office visitors; and manage phone communications and appointments in our CRM.

(Note: Other duties may be assigned)

  • Answer phones and greet clients in warm and friendly manner
  • Input client data from source documents into CRM
  • Accurately record notes from client interactions into CRM, and maintain our existing database of clients
  • Manage electronic tracking and filing while reviewing data for deficiencies or errors
  • Provide support to various after-hours client events
  • Assist in mailing letters and other marketing material to clients and prospects upon request
  • Assist in sending correspondence to clients, including appointment reminders, thank you notes, invitations, etc.


  • Associates Degree or higher in Business Administration, Communication or the equivalent
  • 2+ years of experience working in a professional, fast-paced office environemnt
  • Proficient in digital technology including Google Suite, Salesforce, Calendly, SMS on MAC devices
  • Industry experience preferred


  • Strong organizational skills and attention to detail
  • Excellent communication skills – both verbal and written
  • Ability to manage multiple tasks simultaneously
  • Highly proficient with paper and electronic filing, phone systems, and Mac software
  • Ability to manage multiple calendars
  • Ability to remain calm under pressure
  • Positive, sincere and caring attitude, and outstanding personality
  • Provide superior client service
  • Thrive in a "time sensitive" environment and adaptable to changes without affecting the quality of work