Administrative Assistant

Job Title: Receptionist/Administrative AssistantCompany: Capstone AdvisorsLocation: Carlsbad, CADate: May 2026Capstone Advisors is seeking a dynamic individual to join their team to assist with vital day-to-day reception, administrative, and general office management responsibilities. In addition to managing key administrative tasks for the organization, this role will serve as the first point of contact for Capstone Advisors opening the office each business day, greeting and welcoming visitors,  communicating by phone, and by electronic and written correspondence. Located in our beautiful office in Carlsbad, California, this position requires a dependable and energized team player who is looking for a diverse and challenging work environment.  The position requires working in the office during standard company business hours five days per week.Reports ToChief Operating Officer Position DutiesPerform various inter-departmental office administration tasks including but not limited to:-mail sorting, filing, and distribution-maintaining inventory of office, kitchen supplies, and catering-answering and transferring phone calls -greeting visitors in the office -scanning and organizing files -scheduling meetings -creating and managing IT tickets and service requests for office equipment -sending out company-wide correspondence -support departments with special projects, filing, preparing, sending documents and materialsProvide administrative support to the company’s senior management, including the COO and department headsCorporate event planning and team meetingsBook tickets for events, flights, and accommodations for all departments Process and distribute new leases and lease amendments Process New Tenant/Renewal Welcome Packages Manage payments made on corporate accounts Manage Customer Relationship Management database system (Dynamics 365) Distribution of monthly reportsNew property creation onto electronic files and folders, as neededAssist with job posting on LinkedIn and Indeed, onboarding and offboarding personnel, including technology trainingsOther administrative project-based support as needed Coordinate and prioritize administrative workflows across departments to support efficient daily operationsTrack and follow up on time-sensitive tasks, requests, and deliverable for leadership and internal teamsMaintain confidentiality when handling sensitive company and tenant informationServe as primary point of contact for office vendors, maintenance requests, and service providersAct as IT administrator for various platforms (Claude, ChatGPT, Otter.AI, etc.)Track and maintain office equipmentSet up workstationsWebsite managementQualifications & ExperienceBA/BS/associate’s degree 1+ years of relevant administration experience (preferably within the real estate industry) Excellent computer and internet research skills, including proficiency with Microsoft Software such as:Word, Excel, PowerPoint, Teams Strong communication skills and attention to detail Proficiency in, or willingness to learn technology desiredPositive attitude is a must CA Licensed Notary or willingness to gain Notary designation is a plus Our Culture and Core ValuesOur culture is especially important to us, and its foundation is our Core Values. We spend considerable time and effort to ensure these values are at the forefront of how we operate. Our Core Values include:We strive for successful outcomes through detailed planning and thoughtful execution. We analyze and learn from prior efforts.We are open-minded to change and strive for constant improvement.We value meaningful work, we recognize contributions, embrace growth and value balance.We empower team members and seek feedback. We value open communication and clear goal setting.We work as a team knowing that collaboration leads to better decision making.We are fair, honest, and accountable. Always.If this role at Capstone is of interest to you, please send a cover letter and resume to Tambra Wayne at wayne@capstoneadvisors.com. We look forward to hearing from you.For more information about Capstone Advisors, visit www.capstoneadvisors.comJob Type: Full Time position working 5 days in the officeIndustry: Real EstateReports to: COOSalary Range: $55,000 - $60,000, with a negotiable discretionary bonus