Job Description

Why You Want to Work Here:

You are the first and last impression for all visitors to our office – prospects, clients, and vendors. In addition to building and maintaining strong relationships with clients, you ensure consistent touches throughout the year (including birthdays). You are also responsible for managing and coordinating the office calendar and maintaining client records.

Job Responsibilities

• Provide a warm, welcoming environment for all prospective and current clients, visitors, and vendors.
• Host the front office, maintaining the hospitality center and serving in-office guests.
• Establish, build, deepen, and maintain client relationships through consistent “touches” (e.g., birthday cards/emails, flowers, gifts for anniversaries, funerals, relocations).
• Assist in planning, coordinating, and promoting public and private marketing or educational events, including tracking all event reservations.
• Open and close the front office daily.
• Answer the office phone, triage calls, and handle select service requests (shared responsibility).
• Maintain the CRM system and client records, ensuring complete and up-to-date information, including managing mass mailings/emails.
• Coordinate and manage the office calendar, including all client interactions (appointments, Zoom meetings, phone calls, events).
• Maintain office filing systems for client/prospect and vendor files (e.g., Xerox, Staples, subscriptions, phone systems).
• Track and manage software licensing and subscriptions.
• Maintain inventory control and order all supplies (office supplies, hospitality items, branded materials).
• Serve as the primary liaison between the office and service vendors, including the landlord, to troubleshoot and resolve issues.
• Handle all mail and packages according to established procedures.
• Coordinate staff meetings, take notes, and monitor action steps.
• Maintain an active Virginia Notary Public commission.

Qualifications

• Minimum 5 years of full-time, onsite office administration experience.
• University or college degree preferred.
• High competency with CRM and web-based systems, as well as Microsoft Office.
• Strong attention to detail.
• Highly organized.

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