Office Manager

Capital Solutions, Inc. is a real estate private equity firm specializing in preferred equity investments, multifamily development, assisted living, student housing, and mixed-use repositioning nationwide. We are seeking a highly organized and proactive Administrative Operations Manager to serve as the operational backbone of our Blue Bell office.

This role is responsible for managing the day-to-day administrative, operational, and financial support functions of the firm. The ideal candidate is detail-oriented, professional, discreet with confidential information, and capable of managing competing priorities in a fast-paced real estate investment environment.

KEY RESPONSIBILITIES

FRONT OFFICE & COMMUNICATIONS

Serve as the first point of contact for the firm professionally answer, screen, and route all incoming phone calls and visitor inquiries

Manage and maintain company-wide and executive calendars, ensuring scheduling accuracy and conflict resolution

Schedule and coordinate conference calls, internal meetings, and external appointments

Coordinate all incoming and outgoing mail, packages, and firm correspondence

FINANCIAL ADMINISTRATION & BOOKKEEPING

Perform basic bookkeeping functions including transaction entry, categorization, and financial record maintenance

Manage accounts receivable and accounts payable, including invoice processing and payment follow-up

Perform monthly bank reconciliations and flag discrepancies for review by senior management

Support payroll processing and ensure accurate and timely execution of payroll cycles

DOCUMENT MANAGEMENT & EXECUTION

Maintain organized electronic document management systems, including filing, version control, and retrieval of company records, legal agreements, and financial documents

Maintain organized physical document management systems including filing, archival, and secure storage of hard copy records

Coordinate the preparation and routing of documents requiring execution by internal principals and external parties

Manage the firm's electronic signature process (e.g., signNow, DocuSign or equivalent) from initiation through completion and confirmation

HUMAN RESOURCES SUPPORT

Coordinate employee health benefits administration, including enrollment, renewals, and liaising with brokers and carriers

Support HR functions including onboarding documentation, personnel file maintenance, and policy compliance tracking

Serve as a notary public for the firm, providing notarization services for documents requiring authentication

IT & TECHNOLOGY COORDINATION

Coordinate IT support and issue resolution with the firm's managed IT service provider (PCS)

Manage and track firm electronics including computers, phones, and other hardware overseeing procurement, setup, maintenance, and offboarding

OFFICE OPERATIONS & FACILITIES

Order and maintain adequate inventory of office supplies, kitchen provisions, and operational materials

Coordinate domestic and international travel arrangements for executives and staff, including flights, hotels, and ground transportation

Maintain the cleanliness, organization, and professional appearance of the kitchen, conference rooms, common areas, and general office environment

QUALIFICATIONS

Required

3+ years of experience in an office management, administrative assistant, or executive assistant role

Demonstrated experience with bookkeeping, accounts payable/receivable, and bank reconciliation (QuickBooks or similar software preferred)

Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and cloud-based document management platforms

Experience with electronic signature platforms (signNow, DocuSign, Adobe Sign, or equivalent)

Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously

Strong written and verbal communication skills; professional phone manner

Discretion and integrity in handling confidential financial, legal, and personnel information

Preferred

Experience in a real estate, financial services, private equity, or professional services environment

Active Notary Public commission in the Commonwealth of Pennsylvania (or willingness to obtain)

Familiarity with payroll platforms (Prime Pay, ADP, Gusto, or equivalent)

Experience coordinating employee benefits programs

COMPENSATION & BENEFITS

Base Salary: $65,000 per year

Discretionary Annual Bonus awarded based on corporate performance and management discretion

Healthcare: Full company-paid medical health insurance coverage

Retirement Plan: Annual employer contribution to retirement plan (plan details provided upon hire)

Paid Time Off: 2 weeks (10 days) upon hire; 1 additional week earned for every 2 years of service, up to a maximum of 4 weeks (20 days)

Paid company holidays in accordance with the firms annual holiday schedule