Salary Range: $20 - $25 depending on experience
East Aurora, NY | Full-Time, On-Site
At Hartloff Benefit Solutions, we’re more than a benefits agency—we’re people-first problem solvers, passionate about helping our clients navigate Medicare, health insurance, and employee benefits with clarity and confidence.
We’re currently seeking a Receptionist | Director of First Impressions to join our team in East Aurora. This highly visible role is perfect for someone who blends warmth and professionalism at the front desk with behind-the-scenes excellence in administrative and branding support. In addition to welcoming clients and visitors, you’ll support our Founder & CEO, manage internal office coordination, and assist with brand-aligned communications and documentation.
If you’re a detail-oriented, proactive team player who thrives in a fast-paced environment and takes pride in making things run smoothly—read on.

What You’ll Do:

• Welcome & Support: Be the face and voice of Hartloff Benefit Solutions—greeting every client, guest, and caller with professionalism, warmth, and clarity.
• Assist Clients: Help clients navigate claims questions, appointment scheduling, and general inquiries with patience and accuracy.
• Coordinate Appointments: Schedule Medicare and individual client meetings, maintaining accurate notes in our client management system (CRM).
• Office Operations: Open and close the office daily, manage office supplies and equipment, coordinate conference room scheduling, and support general office flow.
• Executive Support: Provide direct administrative support to the Founder & CEO, including calendar coordination, formatting documents, and helping drive agency initiatives forward.
• Brand & Project Coordination: Assist in memorializing meeting notes, preparing client and team-facing materials, and organizing internal documentation—ensuring consistency with our brand standards.
• Team Collaboration: Support team priorities, contribute to process improvements, and take initiative in identifying ways to streamline tasks or assist others.
• Confidentiality & Accuracy: Maintain secure and accurate documentation, always respecting privacy and compliance standards.
• Jump In: Proactively assist where needed—because we’re all in this together.

You’re a Great Fit If You:

• Are energized by connecting with people and making a lasting first impression
• Thrive on keeping things organized, polished, and on time
• Have a strong sense of ownership and take initiative in your work
• Communicate clearly and professionally—both in writing and conversation
• Can multitask and manage shifting priorities with composure
• Take pride in follow-through, quality, and being a go-to team player
• Adapt easily to changing needs and enjoy solving problems
• Care deeply about doing things right—and doing the right thing

Skills To Be Successful In This Role:

• Intermediate Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Experience supporting an executive, team, or office operations
• Familiarity with CRM systems or scheduling tools
• Ability to follow brand guidelines in formatting documents and communication
• Strong attention to detail, discretion, and time management
• Interest or experience in insurance or Medicare is a plus (but not required—we’ll train you!)

Ready to Join Us?
If you’re the kind of person who believes how you show up matters as much as what you do—and you’re looking for a team that shares that mindset—we’d love to hear from you.
Apply now by sending your resume

What You’ll Do:

• Welcome & Support: Be the face and voice of Hartloff Benefit Solutions—greeting every client, guest, and caller with professionalism, warmth, and clarity.
• Assist Clients: Help clients navigate claims questions, appointment scheduling, and general inquiries with patience and accuracy.
• Coordinate Appointments: Schedule Medicare and individual client meetings, maintaining accurate notes in our client management system (CRM).
• Office Operations: Open and close the office daily, manage office supplies and equipment, coordinate conference room scheduling, and support general office flow.
• Executive Support: Provide direct administrative support to the Founder & CEO, including calendar coordination, formatting documents, and helping drive agency initiatives forward.
• Brand & Project Coordination: Assist in memorializing meeting notes, preparing client and team-facing materials, and organizing internal documentation—ensuring consistency with our brand standards.
• Team Collaboration: Support team priorities, contribute to process improvements, and take initiative in identifying ways to streamline tasks or assist others.
• Confidentiality & Accuracy: Maintain secure and accurate documentation, always respecting privacy and compliance standards.
• Jump In: Proactively assist where needed—because we’re all in this together

Skills To Be Successful In This Role:

• Intermediate Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Experience supporting an executive, team, or office operations
• Familiarity with CRM systems or scheduling tools
• Ability to follow brand guidelines in formatting documents and communication
• Strong attention to detail, discretion, and time management
• Interest or experience in insurance or Medicare is a plus (but not required—we’ll train you!