Administrative Assistant

Job Description

Job Description

Founded in Richmond, Virginia in 1997, CapCenter exists to help individuals and families achieve one of life's most meaningful milestones—homeownership. By bringing mortgage, realty, and insurance services together under one roof, we provide a simpler, more transparent experience designed to save clients time and money. Our commitment to innovation, including our Zero Closing Cost mortgage, has earned the trust of thousands of clients and fueled our growth through repeat business and referrals.

At CapCenter, our mission extends beyond serving clients. We foster a collaborative, high-impact environment where employees are empowered to do meaningful work, grow professionally, and make a real difference in the lives of the people we serve

 

Job Overview:

CapCenter is seeking a professional, organized, and highly dependable Administrative Assistant / Front Desk professional to serve as a central point of contact for clients, employees, vendors, and visitors at our Richmond headquarters. This position plays an important role in supporting the daily operations of the office and ensuring clients receive a professional and seamless experience from the moment they enter our building.

The position requires sound judgment, attention to detail, discretion, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment. In addition to managing front desk operations, this individual supports mortgage closings, client and visitor coordination, incoming communications, mail and deliveries, payment and document handling, office operations, and administrative needs across multiple departments.

Key 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 appropriately route client payments, checks, documents, and other sensitive materials in accordance with established procedures.
• Coordinate client and vendor check pickups and communicate with Accounting, Settlement, and other internal teams as needed.
• 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 ensure they remain professional, organized, clean, and appropriately stocked.
• Monitor Outlook, Teams, closing schedules, and other company systems throughout the day and respond promptly to changing operational needs.
• Utilize company systems and technology to support front desk and client operations, including Outlook, Teams, closing systems, Microsoft Office applications and others. 
• Prepare professional business correspondence, spreadsheets, reports, and other administrative materials as needed.
• Provide administrative and data-entry support to Human Resources and other departments as assigned.
• Coordinate office supplies and monitor inventory to support efficient office operations.
• Assist with company meetings, employee events, and other office activities as needed.
• Maintain confidentiality and appropriately handle sensitive client, financial, employee, and business information.
• Follow established procedures and exercise sound judgment when responding to client, visitor, vendor, and operational matters.
• Recognize issues requiring escalation and promptly involve the appropriate department or member of management.
• Perform additional administrative, front desk, and office operations responsibilities as assigned.

Qualifications:

The successful candidate must demonstrate a high level of professionalism, dependability, discretion, and attention to detail. This position requires the ability to independently manage competing priorities, follow established procedures, exercise sound judgment, communicate effectively with clients and employees at all levels of the organization, and recognize when matters require escalation. Because the Front Desk serves as a central point of contact for CapCenter's clients and business operations, consistent attendance, punctuality, responsiveness, and professional judgment are essential to success in the role. The candidate should have a desire to grow their career with CapCenter and ultimately be promoted into another department in the organization (Mortgage, Realty, Insurance, etc.).

• High school diploma or equivalent required; additional education or administrative training preferred.
• Previous experience in a front desk, administrative support, customer service, or professional office environment preferred.
• Excellent written and verbal communication skills with the ability to interact professionally with clients, employees, vendors, and visitors.
• Strong organizational and time-management skills with the ability to manage multiple priorities and interruptions throughout the day.
• Demonstrated professionalism, dependability, discretion, and sound judgment.
• Strong attention to detail and commitment to accuracy when handling client information, documents, payments, and administrative tasks.
• Ability to follow established procedures while recognizing when an issue requires additional assistance or escalation.
• Strong customer-service skills and the ability to remain professional and composed when handling questions, complaints, or 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 effectively coordinating with multiple departments and team members.
• Ability to handle confidential client, employee, financial, and business information appropriately.
• Reliable and punctual, with the ability to maintain consistent front desk coverage during established business hours.

Compensation:

The base hourly pay range for this position is $20.00 – $22.00 per hour. Individual starting pay will be determined based on job-related considerations, including relevant qualifications, experience, location, education, certifications, skills, and other job-related factors. This is a non-exempt position and is eligible for overtime compensation in accordance with applicable law.

In addition to base hourly pay and overtime, this position is eligible for transaction-based incentive compensation based on performance and discretionary bonus opportunities. As a result, total cash compensation may vary based on hours worked, overtime, individual performance, transaction-based incentive earnings, and any applicable discretionary bonus.

Benefits:

CapCenter offers a comprehensive benefits package, including medical, dental, vision, life insurance, a 401(k) plan with company match, paid vacation, paid holidays, and other programs designed to support the well-being and professional growth of our employees.

Physical Requirements and Work Environment: