Operations & Systems Coordinator. Build Better Systems. Leverage AI. Help Scale a Growing Real Estate Company.
Location: Pittsburgh, PA (In Office)
Job Type: Full-Time
Compensation: $58,500–$71,500 per year + Performance Bonuses
We're Not Looking for a Typical Administrative Assistant.
We're looking for someone who loves making businesses run better.
At Citylife Home Buyers, we're constantly asking ourselves:
- How can we automate this?
- How can AI save us time?
- How can we eliminate repetitive work?
- How can we build systems that allow us to scale?
If those questions excite you, keep reading.
We're a fast-growing real estate investment company that purchases, renovates, manages, and sells residential properties throughout Western Pennsylvania. Every year we continue to grow, and we're looking for someone who wants to grow with us.
You don't need years of real estate experience.
We're far more interested in hiring someone who is naturally curious about technology, AI, software, automation, and building efficient processes. We can teach you the real estate side.
If you've ever been the person who says, "There has to be a better way to do this," you're exactly who we're looking for.
About the Role
This position is part Operations Coordinator, part Process Improvement Specialist, and part AI Systems Builder.
You'll work directly with ownership to improve how our company operates while helping manage the day-to-day administrative and transaction activities that keep the business moving.
Every week you'll be challenged to make our company more efficient.
What You'll Do. Process Improvement **
- Research and implement AI tools to improve daily operations
- Build workflows using ChatGPT, Claude, Gemini, and other emerging technologies
- Create Standard Operating Procedures (SOPs) and internal knowledge bases
- Identify repetitive tasks that can be automated
- Improve workflows between departments
- Recommend, test, and implement new software solutions
- Build templates, automations, and internal documentation
- Help create AI assistants and custom GPTs for different areas of the business
- Improve reporting, dashboards, and company organization
- Develop AI-powered lead generation systems to help identify motivated sellers, buyers, agents, investors, and other business opportunities
- Research and implement AI tools that improve marketing, lead generation, customer communication, and follow-up automation
- Create automated workflows that capture, qualify, assign, and nurture leads across multiple platforms
- Continuously evaluate emerging AI tools and software that can help the business generate more leads, improve efficiency, and scale operations
- Continuously look for ways to save time, reduce manual work, and improve the overall efficiency of the company
Operations & Transaction Coordination
- Coordinate residential real estate transactions from contract to closing
- Manage deadlines, documents, and compliance
- Coordinate with title companies, attorneys, municipalities, contractors, inspectors, lenders, and vendors
- Schedule inspections, repairs, and property access
- Assist with MLS listings and off-market property marketing
- Maintain accurate records in our CRM (REsimpli)
- Ensure transactions move efficiently from acquisition through post-closing
Administrative & Business Operations
- Vendor coordination and communication
- Vendor invoice processing and payment coordination
- Utility transfers and municipal paperwork
- Organize digital files and company records
- Light bookkeeping support using QuickBooks
- Assist with ACH and wire requests
- Support payroll processing through Gusto
- Banking and occasional local errands
- General administrative support across multiple departments
What We're Looking For
The ideal candidate is someone who naturally enjoys solving problems.
You don't wait for someone to tell you something can be improved—you already have ideas.
You love learning new software.
You enjoy organizing chaos.
You think in systems rather than individual tasks.
You embrace AI instead of fearing it.
You take ownership and enjoy making an impact.
Preferred Skills
We're not expecting someone to know everything below, but experience with any of these is a major plus:
- ChatGPT, Claude, Gemini, or other AI platforms
- Prompt engineering
- Workflow automation
- Zapier
- Make.com
- Notion
- ClickUp
- Monday.com
- Airtable
- Google Workspace
- Microsoft Office
- CRM management
- Project management
- Process documentation
- QuickBooks
- Gusto
- REsimpli
- Basic technology troubleshooting
Experience in real estate, property management, construction, operations, project coordination, or business process improvement is helpful but not required.
You'll Be Successful If You...
- Love learning new technology
- Are extremely organized
- Can manage multiple projects simultaneously
- Pay attention to details
- Communicate professionally
- Enjoy improving processes
- Are dependable and self-motivated
- Like working directly with leadership
- Want a long-term career with room to grow
Compensation & Benefits
- Starting salary of $58,500–$71,500, based on experience
- Performance-based bonus opportunities
- Team bonus
- Paid holidays
- Paid Time Off
- Opportunities for advancement as the company continues to grow
- Direct mentorship from ownership
- Hands-on exposure to real estate investing, AI implementation, software development, business operations, and entrepreneurship
Why Join Citylife Home Buyers?
We're building more than a real estate company.
We're building businesses, systems, and technology that allow us to scale smarter—not just work harder.
As part of this role, you'll work directly with ownership and have the opportunity to make a meaningful impact across multiple companies operating under our umbrella. In addition to our real estate investment business, you'll gain exposure to BRRRRSimply, our rapidly growing real estate software platform that helps investors analyze real estate deals in under 60 seconds.
Depending on your interests and strengths, you'll have opportunities to contribute to software development workflows, AI initiatives, product improvements, marketing systems, customer experience, lead generation strategies, and business operations across both companies.
This isn't a position where you'll be confined to one desk doing the same tasks every day. It's an opportunity to grow alongside a group of entrepreneurial businesses, develop valuable skills in AI, automation, software, and real estate, and help shape the future of companies that are actively scaling.
If you're looking for a role where your ideas matter, your work has a direct impact, and you'll be challenged to continually learn and improve, we'd love to hear from you.
If you're simply looking for another administrative job, this probably isn't the right fit.
If you're excited about AI, technology, process improvement, entrepreneurship, and helping build exceptional businesses, we encourage you to apply.
Pay: $58,500.00 - $75,000.00 per year
Benefits:
- Health insurance
- Paid time off
- Parental leave
Work Location: In person
