Position Summary
The Director of First Impressions at Golden Rule Builders is a front-facing, service-oriented, highly organized administrative role. This position combines client welcome, phone coverage, lead intake, office readiness, Yodeck/front foyer communication, routine IT coordination, and daily administrative support.
The role requires professionalism, warmth, attention to detail, responsiveness, discretion, and the ability to balance interruptions while keeping the front desk and client experience as the highest priority.
Essential Job Duties
· Open the office in the morning and prepare the front desk and front foyer for the business day.
· Answer incoming phone calls promptly, warmly, and professionally.
· Route calls and messages to the appropriate team member.
· Greet visitors, clients, vendors, and employees as they arrive.
· Direct visitors to the appropriate person or meeting location.
· Receive packages and notify the appropriate recipient.
· Know the daily schedule for visitors and client meetings.
· Greet scheduled visitors by name whenever possible.
· Provide five-start service to visitors by anticipating their needs and serving accordingly.
· Maintain a welcoming, calm, and professional front desk environment.
· Ensure the front entrance, front desk, showroom, and common visitor areas are clean, organized, and presentable throughout the day.
· Ensure exterior entrance of building is presentable and ready for visitors, I.E. lawn maintenance, flower and landscaping maintenance, and front walkway cleanliness and safety.
Because this position is responsible for front desk coverage during business hours, the Director of First Impressions should remain available to callers and visitors as the first priority.
There will be times when this position needs to step away from the front desk to address IT coordination, office readiness, supplies, or other assigned duties. When this occurs:
- The Director of First Impressions should notify the Office Manager before leaving the front desk area when practical.
- The Office Manager will provide or arrange front desk coverage during short absences.
- If the Office Manager is unavailable, another approved backup should be identified.
Front desk coverage should not be left unattended during normal business hours when visitors or calls are expected.
· Receive and record incoming leads from phone calls, website inquiries, walk-ins, or other sources.
· Ask relevant intake questions and gather accurate information from potential clients.
· Enter lead information into the appropriate company systems, including Sage, jobPilot, or other designated software.
· Schedule calls or follow-up appointments as directed by the sales process.
· Email confirmations to the sales team and potential clients.
· Communicate lead details accurately and promptly to the appropriate sales team member.
· Help ensure potential clients experience a positive and professional first interaction with Golden Rule Builders.
· Maintain and update Yodeck as part of the daily front foyer experience.
· Add and update client meeting greetings.
· Update daily or recurring front foyer messages as needed.
· Maintain appropriate slideshow content, pictures, announcements, and other approved display information.
· Coordinate with the Office Manager or other approved team members regarding content that should be displayed.
· Ensure Yodeck content reflects the company’s professionalism, culture, and current front office needs.
· Keep common areas presentable and ready for visitors throughout the day, including:
o front entrance
o front desk area
o showroom
o meeting rooms
o lunch room
o counter spaces
o other visible common areas
· Reset meeting rooms after meetings as needed.
· Load and unload the dishwasher as needed.
· Maintain coffee supplies and prepare coffee as needed for daily office use and visitor hospitality.
· Keep the showroom refrigerator stocked.
· Fill candy jars and maintain other hospitality items.
· Mix and set out Gatorade during the summer season as directed.
· Order and maintain office supplies.
· Order and maintain cleaning supplies as directed.
· Keep printer rooms and general office supply areas stocked and organized.
· Pick up, sort, and distribute mail on the assigned schedule.
· Print and post office notifications as directed.
· Responsible for GuildQuality surveys being regularly monitored and sent out on schedule, making weekly adjustments as needed.
· Communicate with production and sales team on survey status, completion rates, and schedule changes.
· Introduce clients to Guild Quality as requested by the salesperson.
· Work behind the scenes to increase completion rates.
· Communicate client feedback to Leadership Team.
· Setup and maintain workstations, mobile devices, and mobile phones for the company.
· Assist with basic IT troubleshooting as needed.
- Assist with uniform coordination as directed.
- Update uniform order sheets.
- Help distribute uniform order information.
- Compile and review uniform orders before submission.
- Assist with t-shirts for new hires and current production employees.
- Keep uniform inventory organized and current.
- Support employee care activities assigned by the Office Manager.
- Scan invoices and receipts for processing as assigned.
- Scan signed contracts and file them as directed.
- Input approved PTO requests when assigned and approved through the proper process.
- Assist with routine administrative tasks that support the office, accounting, HR, and administrative functions.
- Maintain confidentiality when handling employee, financial, client, or company information.
- Complete recurring administrative tasks accurately and consistently.
Goals & Objectives
The Director of First Impressions should help Golden Rule Builders achieve the following:
- Callers and visitors feel welcomed, respected, and cared for.
- Potential clients experience a professional and warm first interaction.
- Leads are captured accurately and communicated promptly.
- Client meetings are properly supported through front desk readiness and Yodeck communication.
- The front office, showroom, and common areas remain clean, organized, and visitor-ready.
- Guild Quality survey schedules are up-to-date and proactively communicated to team members.
- Guild Quality completion rate exceeds 60%.
- Routine IT issues are coordinated promptly and do not unnecessarily fall to the Controller.
- Employees receive helpful, professional support for routine office, IT, and administrative needs.
- The role remains focused on daily front desk, client care, and essential business-hours support responsibilities.
Reporting Relationships
- This position reports directly to the Office Manager.
- The Controller provides department-level oversight.
- Requests from other managers or departments should be routed through the Office Manager or Controller before being assigned, unless they are routine and already part of this position description.
- The Office Manager helps prioritize duties when front desk coverage conflicts with IT, vehicle, office, or administrative responsibilities.
- The Controller should be notified of recurring workload issues, unclear ownership, or tasks that may require reassignment.
Success Measures
Success in this position may be measured by:
- Professional and timely phone coverage.
- Positive visitor and client experience.
- Accurate lead intake and communication.
- Timely Yodeck updates and client meeting greetings.
- Clean and organized front desk, showroom, and common areas.
- Reliable coordination of routine IT requests.
- Accurate phone lists and related administrative records.
- Consistent communication with the Office Manager when leaving the front desk area.
- Ability to support daily office needs while maintaining front desk priorities.
Compensation
This is a full-time hourly position with regular business hours Monday thru Friday. Occasional overtime may be required.
(NOTE: Altman Initiative Group, Inc. is managing this hiring project for Golden Rule Builders.)
Job Type: Full-time
Pay: $22.00 - $28.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Front Office Administrative: 2 years (Preferred)
Ability to Commute:
- Catlett, VA 20119 (Required)
Work Location: In person
