Real Estate Operations and Executive Assistant in Wexford, Pennsylvania at Advance Sourcing Concepts LLC

About Us
We are a growing, fast-paced real estate organization seeking a highly motivated and tech-savvy professional to become an essential part of our leadership team. This role is ideal for someone with real estate industry experience who thrives in operations, enjoys solving problems, embraces technology and AI, and wants to grow into a long-term leadership position within the company.
This is not a traditional assistant role. We are looking for someone who can help run and organize the business, support executive leadership, improve systems and processes, strengthen our marketing presence, and help drive operational excellence across the company.
The ideal candidate is proactive, organized, creative, detail-oriented, and confident managing multiple priorities in a dynamic environment. If you are someone who enjoys wearing multiple hats, taking ownership, and being a key contributor to a growing business, we would love to meet you.
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Position Overview
The Real Estate Operations & Executive Coordinator serves as a central point of coordination for business operations, executive support, marketing initiatives, client engagement, and office management. This individual will work closely with leadership to ensure the organization operates efficiently while supporting growth initiatives, technology integration, and overall team success.
This position requires someone who understands the real estate industry, communicates professionally, adapts quickly, and is excited about modern business tools including AI, automation, digital marketing, and CRM systems.
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Key Responsibilities
Executive & Business Operations Support
• Provide high-level operational and administrative support to company leadership
• Help manage daily business operations, workflows, schedules, and communications
• Coordinate projects, deadlines, and priorities to ensure smooth business execution
• Identify operational inefficiencies and implement solutions to improve productivity
• Assist in managing office systems, vendor relationships, and internal procedures
• Support strategic initiatives and special projects as assigned
Real Estate Operations Coordination
• Assist with transaction coordination and client communication throughout the buying and selling process
• Coordinate with agents, lenders, title companies, inspectors, contractors, and vendors
• Maintain accurate records, databases, CRM systems, and transaction files
• Ensure compliance with company procedures and real estate documentation standards
• Support listing preparation, marketing coordination, and property-related administrative tasks
Marketing & Brand Management
• Create, manage, and schedule engaging content across social media and digital platforms
• Assist with marketing campaigns, branding initiatives, email marketing, and promotional efforts
• Capture content from company events, listings, and community involvement
• Monitor marketing analytics and engagement performance to improve visibility and reach
• Help maintain a strong, professional, and consistent brand presence
Technology & AI Integration
• Stay current with emerging technology, AI tools, and digital trends
• Help implement AI-driven systems and automation to improve operational efficiency
• Support CRM optimization, workflow automation, and digital communication systems
• Recommend innovative solutions that enhance productivity and client experience
Office & Team Coordination
• Help maintain a professional, organized, and efficient office environment
• Serve as a key communication point between leadership, team members, vendors, and clients
• Support onboarding and coordination of team processes and procedures
• Assist with event coordination, meetings, and company initiatives
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Qualifications
Required
• Previous experience in real estate, mortgage, title, transaction coordination, or related industry
• Strong organizational, multitasking, and time-management skills
• Excellent written and verbal communication abilities
• Professional demeanor with strong interpersonal skills
• Ability to prioritize tasks and work independently in a fast-paced environment
• Comfortable using technology, social media platforms, and digital business tools
• Strong attention to detail and problem-solving skills
• Self-motivated with a proactive and growth-oriented mindset
Preferred
• Active real estate license or willingness to obtain one after hiring
• Experience with CRM systems such as Top Producer, Follow Up Boss, Engage, or similar platforms
• Experience with social media marketing, branding, or content creation
• Familiarity with AI tools, automation systems, and digital workflow management
• Previous executive support or operations management experience
• Associate degree or higher preferred
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What We Offer
• Competitive salary with growth potential
• Opportunity for long-term advancement within the company
• Direct exposure to leadership and business operations
• Hands-on experience in real estate operations, marketing, AI integration, and business development
• Collaborative, entrepreneurial, and growth-focused environment
• Opportunity to grow into a licensed real estate professional and future leadership role
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Ideal Candidate Profile
You are someone who:
• Takes initiative without needing constant direction
• Enjoys organizing systems and solving problems
• Understands the pace and demands of the real estate industry
• Is excited about technology, AI, and business innovation
• Can confidently manage both operational and creative responsibilities
• Wants more than “just a job” and is looking for a long-term career opportunity with growth potential