Client Experience & Front Desk Coordinator

CapCenter; Glen Allen (VA); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Life insurance

401(k) with company match

Paid vacation

Paid holidays

Job summary

CapCenter, headquartered in Richmond, VA, is seeking an Administrative Assistant / Front Desk to be the central contact for clients, employees, vendors, and visitors. You will manage front desk operations, assist with mortgage closings, and support multiple departments with communications and administrative tasks.

The role emphasizes discretion, professionalism, and strong communication while maintaining confidentiality and accuracy in handling sensitive documents and payments.

Qualifications

• High school diploma or equivalent required; admin training preferred.
• Experience in a front desk, administrative support, customer service, or professional office environment.
• Excellent written and verbal communication skills with clients, employees, vendors, and visitors.
• Strong organizational and time-management skills to manage multiple priorities.
• Professionalism, dependability, discretion, and sound judgment.
• Attention to detail and accuracy handling client information, documents, payments, and administrative tasks.
• Ability to follow established procedures while recognizing when escalation is needed.
• Strong customer-service skills and professional demeanor in time-sensitive situations.
• Comfortable learning and using multiple business systems and technology platforms.
• Proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while coordinating with multiple departments.
• Handle confidential client, employee, financial, and business information appropriately.
• Reliable and punctual with consistent front desk coverage.

Responsibilities

• Serve as the primary point of contact for clients, employees, vendors, and visitors, providing a professional and welcoming experience.
• Manage daily front desk operations and maintain consistent coverage during established business hours.
• Coordinate front desk activities associated with mortgage closings, including monitoring schedules, greeting clients, verifying required information, communicating arrivals, and preparing closing rooms.
• Manage incoming company telephone calls and appropriately route inquiries across departments while exercising discretion and sound judgment.
• Receive, safeguard, document, and route client payments, checks, documents, and other sensitive materials per procedures.
• Coordinate client and vendor check pickups and communicate with Accounting, Settlement, and other internal teams.
• Receive, sort, distribute, and process incoming and outgoing mail, packages, courier services, and deliveries.
• Coordinate with building management, service providers, delivery personnel, and vendors in support of day-to-day office operations.
• Maintain the lobby, closing rooms, conference rooms, café, and other client-facing areas to stay professional, organized, clean, and stocked.
• Monitor Outlook, Teams, closing schedules, and company systems; respond to changing operational needs.
• Prepare professional business correspondence, spreadsheets, reports, and other administrative materials.
• Provide administrative and data-entry support to Human Resources and other departments.
• Coordinate office supplies and monitor inventory to support efficient operations.
• Assist with meetings, employee events, and other office activities as needed.
• Maintain confidentiality and appropriately handle sensitive information.
• Follow established procedures and escalate when appropriate.
• Perform additional administrative, front desk, and office operations responsibilities as assigned.

Skills

Front desk experience

Customer service

Communication skills

Organizational skills

Discretion

Attention to detail

Professional demeanor

Multi-department coordination

System navigation

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

CapCenter, headquartered in Richmond, VA, is seeking an Administrative Assistant / Front Desk to be the central contact for clients, employees, vendors, and visitors. You will manage front desk operations, assist with mortgage closings, and support multiple departments with communications and administrative tasks.

The role emphasizes discretion, professionalism, and strong communication while maintaining confidentiality and accuracy in handling sensitive documents and payments.