Polished Front Desk & Office Services Coordinator

Prospectblue; Richmond (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

ProspectBlue, in partnership with a private family office, seeks a polished Front Desk & Office Services Coordinator to oversee day-to-day reception and provide admin support across the office. You will be the welcoming face for family members, principals, visitors, and executives, while safeguarding confidentiality and maintaining a discreet, service-focused environment.

The role emphasizes professional demeanor, strong organization, and proactive multitasking in a high-touch setting.

Qualifications

• Minimum of 5 years in reception or front-office administration.
• Experience in family office or luxury services preferred.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Calendar management and meeting coordination experience.

Responsibilities

• Serve as the primary point of contact for guests and visitors, delivering a warm, professional welcome.
• Answer calls, direct inquiries, and document messages accurately.
• Maintain reception, conference rooms, kitchen, and shared spaces in a tidy, presentable state.
• Receive mail and deliveries, coordinate outgoing shipments and couriers.
• Schedule meetings, coordinate conferences, and arrange office celebrations.
• Assist with calendar coordination and general administrative tasks as needed.
• Prepare and format correspondence, memoranda, and internal materials.
• Monitor inventory and reorder office supplies in a timely manner.
• Support executives with board meetings, including arranging meals and materials.
• Provide general administrative support during busy periods and confidential tasks.

Skills

Interpersonal skills

Organization

Confidentiality

Communication

Multitasking

Attention to detail

Professional demeanor

Microsoft Office proficiency

Tools

Microsoft Office Suite

Job description

ProspectBlue, in partnership with a private family office, seeks a polished Front Desk & Office Services Coordinator to oversee day-to-day reception and provide admin support across the office. You will be the welcoming face for family members, principals, visitors, and executives, while safeguarding confidentiality and maintaining a discreet, service-focused environment.

The role emphasizes professional demeanor, strong organization, and proactive multitasking in a high-touch setting.