Office Manager

Office Manager at Capital Solutions, Inc. Office Manager at Capital Solutions, Inc. in Fairview Village, Pennsylvania Posted in about 24 hours ago.

Type:

full-time

Job Description:

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 firm's annual holiday schedule