First Impression Ambassador/Receptionist

Description

POSITION PURPOSE

The First Impression Ambassador is the welcoming face and voice of Yanmar Compact Equipment North America. This person creates a memorable, positive experience for everyone who calls or visits our Grand Rapids facility — customers, dealers, employees, vendors and guests. More than managing a front desk, the Ambassador anticipates needs, solving problems thoughtfully and helps the business run smoothly with warmth, initiative and exceptional attention to detail.

This position reports to Amanda Montgomery, Business Strategy Support Manager and schedule is Monday - Friday 8:00-5:00pm in Grand Rapids, MN facility.  

WHAT SUCCESS LOOKS LIKE

• People feel genuinely welcomed, valued and confident they have reached the right person at Yanmar.

• Calls and in-person conversations are handled promptly, clearly, courteously and with ownership through resolution or a warm handoff.

• Meeting spaces, visitor arrangements and everyday office needs are anticipated and ready before anyone has to ask.

• The Ambassador notices opportunities to improve service, follows through and brings practical ideas forward.

KEY RESPONSIBILITIES

Create an exceptional first impression

• Welcome and check in visitors with a warm, professional and attentive approach; coordinate badges, sign-in and host notifications.

• Answer and direct calls with a confident, friendly and polished telephone presence; listen carefully, clarify needs and ensure timely follow-through.

• Represent Yanmar with professionalism and discretion in every interaction, including unexpected requests or challenging situations.

• Maintain a welcoming, organized and presentation-ready reception and lobby environment.

Anticipate and support business needs

• Coordinate boardroom and meeting-room bookings, set up, supplies, refreshments and post-meeting resets; proactively prepare for visiting groups.

• Partner with departments to coordinate guest arrivals, company events, employee recognition and new-hire welcome logistics.

• Identify and address routine office needs independently; communicate emerging issues and recommend improvements rather than waiting for direction.

• Distribute employee notices and approved communications, including breakroom and facility-TV postings.

Deliver reliable administrative coordination

• Receive, log, sort and distribute incoming mail, packages and facility shipments; coordinate outgoing shipments and record received inventory accurately.

• Maintain company-vehicle sign-out and return records.

• Monitor and replenish office supplies and assist with badges, welcome materials and workspace readiness.

• Safeguard confidential employee and company information and complete other related administrative assignments.

Requirements

THE PERSON WE ARE LOOKING FOR

• Service Minded: upbeat, gracious, approachable and sincerely energized by helping others.

• Proactive and resourceful: anticipates needs, takes initiative and closes the loop without repeated reminders.

• Customer-centric: brings a hospitality mindset to both external customers and internal colleagues.

• Outstanding communicator: clear, articulate, empathetic and confident by phone, in person and in writing.

• Organized and dependable: handles multiple priorities accurately, calmly and with sound judgment.

• Collaborative and adaptable: builds relationships across the business and responds constructively when priorities change.

QUALIFICATIONS

• High school diploma or equivalent required.

• 1–2 years of experience in reception, hospitality, customer service or office administration preferred; demonstrated service excellence is especially valued.

• Comfort with Microsoft Outlook, Word and Excel; ability to learn workplace systems quickly.

• Strong verbal and written English communication skills, professional telephone etiquette and sound judgment when handling confidential matters.