Administrative Assistant at Prosupport Services Company Ltd

York, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

23 Apr, 26

Salary

0.0

Posted On

23 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Real Estate, Data Management, Vendor Coordination, Compliance, Due Diligence, Calendar Management, Communication, Project Management, Title Processing, Organizational Skills, Problem Solving, Bookkeeping, Logistics, Reporting, Process Improvement

Industry

Description

Description About Elite Investment Innovations: Elite Investment Innovations is a dynamic and rapidly expanding real estate investment firm specializing in the acquisition of distressed and forfeited, but opportunity-rich, residential properties. We leverage cutting-edge technology, meticulous data analysis, and strategic process optimization to identify and capitalize on high-potential investment opportunities. Job Summary: We are seeking a detail-oriented Administrative Assistant with a strong real estate background to support the Director and the Operations team. While this division also houses our corporate IT department, this specific role will focus mostly on the acquisition, compliance, and operational lifecycle of our real estate assets all the way to disposition. You will ensure meticulous execution of all administrative workflows, information management, and vendor coordination to keep our investment pipeline moving efficiently. Requirements Responsibilities: Acquisition & Auction Logistics Auction Scheduling & Registration: Manage the complex registration process for tax and sheriff’s sales, ensuring all deadlines are met, necessary documents are prepared, and payment methods are arranged. Due Diligence Coordination: Assist in coordinating pre-sale due diligence by retrieving and verifying county-specific rules, regulations, terms, and conditions and ensuring that the bidding team is fully prepared to participate at virtual and in-person auctions. Prepare accurate bidder instruction sheets. Administrative Compliance: Maintain strict records of all auction-related activities to ensure adherence to county and state timelines. Public Office Liaison: Act as a primary point of contact for sheriff's offices, county employees, and municipal officials regarding post-sale logistics. Property Operations & Vendor Management: Asset Lifecycle Management & Onboarding: Manage the onboarding of all newly acquired properties and maintain pristine records for assets in the project management system from initial identification through disposition. This includes document preparation (due diligence checklists/summary reports) and basic bookkeeping support to ensure data integrity. Ensure rigorous data integrity across all systems to facilitate seamless integration and reporting. Work with the property management division and other vendors to ensure all checklist and milestone items are completed thoroughly and promptly. Title Clearing: Gather relevant title information from various sources and assist in the identification and resolution of title defects, ensuring that properties can be conveyed with clear title as quickly as possible. Reporting & Process Improvement: Monitor and report progress, including metric tracking, at appropriate frequencies. Identify and implement opportunities for improvement in operational workflows. Vendor Coordination: Support the Operations Coordinator by scheduling and following up with vendors for property stabilization (lock changes, trash-outs, winterization), utility transfers, rehab projects, and other on- and off-site work. Disposition Support: Assist with the administrative tasks related to closing out properties, including providing logistical support to Disposition Agents and ensuring accurate project accounting. General Administration: Calendar & Travel: Manage the Operations team’s calendars and coordinate travel arrangements, as the roles require statewide travel. Meeting Coordination: Schedule and prepare agendas and minutes for divisional meetings, act as the primary recordkeeper, and facilitate intra- and inter-divisional communication. Data Entry & Communication: Monitor company communication systems (chat channels, email, mail, and hard copies), triage incoming information, update records promptly across various systems, and communicate regular status updates. Records Retention: Store digital and physical copies of records where necessary and appropriate, keep them secure, and dispose of them according to a records retention policy. Required Qualifications: Associate’s or Bachelor’s degree in Business Administration or Real Estate. 2+ years of hands-on experience with real estate transactions, title processing, property management administration, etc. Proficiency in Google Workspace (Gmail, Calendar, Chat, Docs, Sheets, Drive) for communication, organization, documentation, and tracking. Meticulous organizational skills with the ability to manage complex, multi-stage projects with firm deadlines. High tolerance for ambiguity and ability to pivot quickly. Valid driver’s license and reliable transportation. Preferred Qualifications: Hands-on experience in real estate operations, property management administration, or transaction coordination. Experience working with state, county, and municipal agencies, e.g. tax claim bureaus and sheriff’s offices, and an understanding of their rules & procedures.

Responsibilities

The Administrative Assistant will manage acquisition logistics, coordinate due diligence, and support property operations and vendor management. Additionally, they will handle general administrative tasks such as calendar management and meeting coordination.