What are the responsibilities and job description for the Administrative Assistant position at Capstone Advisors?
Job Title: Receptionist/Administrative Assistant
Company: Capstone Advisors
Location: Carlsbad, CA
Date: May 2026
Capstone 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 To
Chief Operating Officer
Position Duties
- Perform 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 materials
- Provide administrative support to the company’s senior management, including the COO and department heads
- Corporate event planning and team meetings
- Book 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 reports
- New property creation onto electronic files and folders, as needed
- Assist with job posting on LinkedIn and Indeed, onboarding and offboarding personnel, including technology trainings
- Other administrative project-based support as needed
- Coordinate and prioritize administrative workflows across departments to support efficient daily operations
- Track and follow up on time-sensitive tasks, requests, and deliverable for leadership and internal teams
- Maintain confidentiality when handling sensitive company and tenant information
- Serve as primary point of contact for office vendors, maintenance requests, and service providers
- Act as IT administrator for various platforms (Claude, ChatGPT, Otter.AI, etc.)
- Track and maintain office equipment
- Set up workstations
- Website management
Qualifications & Experience
- BA/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 desired
- Positive attitude is a must
- CA Licensed Notary or willingness to gain Notary designation is a plus
Our Culture and Core Values
Our 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.com
Job Type: Full Time position working 5 days in the office
Industry: Real Estate
Reports to: COO
Salary Range: $55,000 - $60,000, with a negotiable discretionary bonus
Salary : $55,000 - $60,000