First Impression Specialist

The First Impression Specialist serves as the face of the Wichita office, creating a welcoming, professional, and service-oriented experience for clients, visitors, and associates. This role is responsible for fostering a positive first impression of IMA while supporting office operations, administrative services, and workplace coordination. Success in this position requires exceptional customer service, strong organizational skills, attention to detail, and the ability to anticipate needs in a fast-paced environment.

Client & Visitor Experience

• Creates a warm, professional, and memorable first impression for every visitor.
• Greets guests promptly and enthusiastically upon arrival.
• Ensures visitors are checked in efficiently and directed appropriately.
• Anticipates guest needs and resolves issues before they become concerns.
• Consistently receives positive feedback from clients, visitors, and associates.

Reception & Office Coverage

• Maintains a polished, organized, and professional reception area.
• Provides reliable front desk coverage and ensures calls and visitors are handled promptly.
• Demonstrates excellent judgment when interacting with clients, vendors, and associates.
• Serves as a knowledgeable resource for office procedures, directions, and general inquiries.

Associate Experience

• Creates a warm, engaging, and welcoming experience for all associates. Plays a large part in setting the tone for our culture.
• Assists new associates in feeling welcomed and connected during onboarding.
• Builds positive relationships with associates across all departments.
• Proactively offers support wherever needed.

Operational Excellence

• Acts as the backup for sorting, delivering and scanning mail. Strong attention to detail is given to ensure mail is routed appropriately.
• Coordinates catering services for meetings, events, training sessions, and office functions, ensuring timely delivery, accurate orders, and a positive associate and guest experience.
• Identifies facility or service issues and reports them appropriately.
• Follows through on requests and commitments with consistency and attention to detail.
• Works effectively with entire administration team to deliver best in class service and to keep the building in excellent condition.

Professionalism & Communication

• Communicates clearly, professionally, and courteously with all stakeholders.
• Responds to requests in a timely manner and keeps others informed.
• Demonstrates discretion and professionalism when handling sensitive information.
• Represents IMA's values and culture in every interaction.

Proactive Ownership

• Takes initiative to improve processes and enhance the office experience.
• Anticipates needs rather than waiting for direction.
• Finds solutions, removes obstacles, and helps the office run smoothly behind the scenes.
• Looks for opportunities to elevate both the client and associate experience.

Success in This Role

A successful First Impression Specialist is the welcoming face of IMA, creating outstanding experiences for clients, visitors, and associates. They ensure the office is professional, organized, and inviting, while proactively supporting daily operations, fostering engagement, and delivering service that reflects IMA's culture and commitment to excellence.