Director of first impressions (office manager)

The Director of First Impressions is a key role responsible for creating a welcoming and professional environment for clients, prospects, and guests at Compass Retirement Solutions. This position requires a detail-oriented, adaptable individual who can efficiently manage multiple priorities in a fast-paced setting. As the first point of contact, this role ensures smooth front-office operations while supporting various departments with administrative and client service needs.

1. Front Desk & First Impressions

• Serve as the primary onsite point of contact for clients, prospects, visitors, and vendors.
• Maintain a professional, welcoming, organized front-office experience.
• Support onsite client visits, document-signing needs, meeting-room readiness, and hospitality.

2. Office & Workplace Management

• Own daily office readiness, organization, supplies, common areas, kitchen, meeting rooms, storage, signage, furniture, and general workplace needs.
• Coordinate building-related requests and support the operational needs of the new office/building.
• Track office issues through completion and escalate when needed.

3. Vendor & Facility Coordination

• Coordinate cleaning, maintenance, deliveries, shredding, supplies, repair services, and other onsite vendors.
• Maintain vendor contacts, schedules, service documentation, and onsite access.
• Follow through on vendor requests until resolved.

4. Invoice & Receipt Administration

• Receive, organize, and maintain office-related invoices and receipts.
• Confirm required supporting documentation is complete and route items through the approved Finance process.
• Follow up on missing documentation and maintain organized records for Finance/Financially Smart.
• This role coordinates documentation and routing; it does not own accounting, approvals, payroll, reconciliation, forecasting, or financial analysis.

5. Events & Onsite Coordination

• Coordinate office events, client appreciation activities, celebrations, pie days, shred days, holiday activities, and similar onsite initiatives.
• Manage vendors, food, materials, setup, logistics, and onsite execution.
• Coordinate with Marketing, Operations, or other teams when support is shared.

6. Client Experience & Onsite Support

• Coordinate client onboarding gifts and physical materials.
• Support onsite paperwork/signing requests and other physical-office needs that cannot be handled virtually.
• Route broader service requests to the appropriate Client Service or Operations owner.

7. Special Office Projects

• Own assigned onsite projects such as office moves, organization, storage, furniture, painting, signage, and workspace setup.
• Create simple checklists/processes for recurring office activities where needed.
• Identify practical improvements to office efficiency and execution.