Receptionist/Admin Assistant

Job Title: Receptionist/Administrative Assistant

Company: Capstone Advisors

Location: Carlsbad, CA

Date: May 2026

Capstone Advisors is seeking a dynamic individual to join our 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.

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:

o  mail sorting, filing, and distribution

o  maintaining inventory of office, kitchen supplies, and catering

o  answering and transferring phone calls

o  greeting visitors in the office

o  scanning and organizing files

o  scheduling meetings

o  Creating and managing IT tickets and service requests for office equipment

o  sending out company-wide correspondence

o  support departments with special projects, filing, preparing, sending documents and materials

·        Provide administrative support to the company’s senior management

·        Corporate event planning and team meetings

·        Book tickets for events, flights, and accommodations for all departments

·        Process new tenant/renewal tenant 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)

o  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

Salary Range: $55,000 - $60,000, with a discretionary bonus