Are you a dynamic, results-oriented professional seeking a challenging and rewarding career? If so, this role may be the perfect fit for you!
At HUB, we value education, innovation, and continuous learning, and we’re excited to support you on your career journey.
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.
Your job responsibilities as a First Impressions Coordinator:
- 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.
Qualifications:
- 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
What makes us different than all the rest?
Our Vision: To be everywhere risk exists – today and tomorrow. Helping protect what matters most.
Our Mission: To protect and support the aspirations of individuals, families and businesses. To empower our employees to learn, grow and make a difference in their communities.
Our Core Values:
- Entrepreneurship: We encourage innovation and educated risk-taking.
- Integrity: We do the right thing every time.
- Teamwork: We work together to maximize results.
- Accountability: We measure and take responsibility for outcomes.
- Service: We serve customers, communities and colleagues.
We are the perfect fit if you:
- Are seeking a progressive work environment at a rapidly growing organization
- Have an entrepreneurial spirit and are challenged by the opportunity to grow the business
- Are focused on learning and development to enhance your industry knowledge and expertise
- Are a self-starter willing to invest time and energy to learn the technical aspects of our business
- Believe in integrity and building success by developing relationships with others
Why Choose HUB?
At HUB, we believe in investing in the future of our employees and provide continuous opportunities for growth and development. Our entrepreneurial culture fosters an environment that empowers our people to make the best decisions for our customers and organization, focusing on expanding the industry knowledge of our insurance professionals to better serve our valued clients. We are committed to providing you with competitive and flexible benefits options that are rooted in your current needs yet evolves as your needs change over time. Join us in taking the first step toward creating a future that combines a diverse, challenging work environment with financial security and career satisfaction.
When you join the team at HUB International, you become part of a global insurance broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services.
Becoming a part of HUB means that you thrive in an entrepreneurial and fast paced team environment supported by over 20,000 professionals in 600+ offices across North America, Canada and Puerto Rico.
What we offer you:
- A rewarding career helping local businesses in the community
- Rewards for top performers
- Medical/dental/vision/life insurance
- Paid Parental Leave
- Health Savings Account
- 401k matching program
- Voluntary insurance options
- Life and disability Plans
- A work/life balance because that’s important for all of us
- Opportunity to learn from the expertise of your coworkers
- Growth- HUB is growing, and so can your career
- Ability to be part of a motivated, winning team
Department Office Administration & ClericalRequired Experience: 1-2 years of relevant experienceRequired Travel: No Travel RequiredRequired Education: High school or equivalent
HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.
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