Administrative Assistant

KBS Realty Advisors

Newport Beach, CA

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JOB DETAILS

SKILLS

Acquisitions Management, Administrative Skills, Analysis Skills, Artificial Intelligence (AI), Asset Management, Calculators, Calendar Management, Cloud Computing, Commercial Real Estate, Communication Skills, Computer Skills, Copying Machines, Depth Perception, Detail Oriented, Documentation, Escrow, Expense Tracking, Eye Diseases/Disorders, Investment Management, Legal Documents, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Office Equipment, Organizational Skills, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Real Estate, Real Estate Development, Records Management, Reimbursement, Retail, Safety Compliance, Safety/Work Safety, Time Management, Training/Teaching, Travel Planning, Writing Skills

LOCATION

Newport Beach, CA

POSTED

Today

JOB OVERVIEW:

This role is a key operational partner to Regional President, Western U.S. and the entire Western Region Investment Management team, providing administrative, transactional, and organizational support across acquisitions, asset management, and portfolio operations. The ideal candidate has prior experience in real estate investment or commercial real estate environments and thrives in a fast-paced, high-accountability setting.

ESSENTIAL JOB FUNCTIONS:

Provide comprehensive administrative support to investment principals and senior team members, including calendar management, meeting coordination, and professional correspondence.
Coordinate domestic travel, expense tracking, and meeting logistics.
Serve as a professional point of contact for internal teams, investors, and external partners.
Own and maintain shared drives and filing systems for acquisitions, asset management, entity records, and property documentation.
Assist with preparation, review, and distribution of contracts, closing documents, operating agreements, and property records.
Ensure confidentiality and accuracy in handling sensitive financial and legal documents.

QUALIFICATIONS:

Education/Certifications:

2+ years of administrative experience, preferably in real estate investment, commercial real estate, private equity real estate, or development environments.
Strong organizational skills with demonstrated ability to manage multiple priorities and deadlines.
High attention to detail and discretion with confidential information.
Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and cloud-based document sharing systems (e.g., SharePoint). Familiarity with CoPilot is a plus.
Excellent written and verbal communication skills.

PREFERRED:

Prior exposure to real estate investments, transactions, escrow/title processes, or asset management operations, specifically in multifamily, industrial, office, and retail sectors.
Experience supporting senior executives or investment teams.
Familiarity with real estate terminology, related legal documents, and multi-entity structures.
Experience with expense reimbursement systems and processes.
Bachelor's degree is strongly preferred.

SKILLS:

Computer literate, with an understanding of AI integration and utilization being a plus.
Good writing, analytical and problem-solving skills.
Ability to communicate effectively.
Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers.
Ability to follow oral and written instructions.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, talk, see, and hear. Sits for extended periods of time at a computer station or work desk; stands and walks regularly throughout the day; uses hands and fingers to operate computers and office equipment for up to 8 hours each day; occasionally light lifting (up to 10 lbs.); exposed to typical office environment conditions. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus.

MENTAL EFFORT:

Ability to work independently, prioritize duties to ensure timely completion of job duties. Requires active listening, critical thinking making decisions and time management and training skills, as well as administration and management skills. Ability to interact in a courteous and professional manner at all times.

WORKING CONDITIONS:

Indoors environmentally controlled; contact with others; face to face discussions.

HEALTH AND SAFETY RESPONSIBILITIES:

Take reasonable and necessary precautions to ensure personal and others health and safety.
Report to management or follow procedure as established in Safety Program any and all conditions that may be affecting the safety and health of the workplace.
Report to management all occurrences that cause injury or damage to any person or property.
Comply with the Company Safety Program, Policies and Procedures.

REPORTING STAFF:

No.

NORMAL WORKING HOURS:

Monday to Friday - Business hours. Schedule may vary based on business demands.

Note:

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position. Employees will be required to perform any other job-related duties assigned by their supervisor.This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

About the Company

KBS Realty Advisors

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