Management Assistant Jobs in Provo, UT (NOW HIRING)

Summit Sotheby's International Realty is a leading luxury real estate firm in Park City, Utah, known for providing exceptional service to our clients. We are currently looking for a dedicatedLicensed Real Estate Assistant to join our high-performing team. This position is ideal for someone who thrives in a fast-paced environment and is eager to assist our team in managing the day-to-day operations, client relationships, and property transactions.

Job Overview:

As a Licensed Real Estate Assistant, you will play a key role in supporting our agents and clients by managing daily operations, overseeing administrative functions, and delivering exceptional client service. The ideal candidate is highly detail-oriented, self-motivated, and capable of working independently while also collaborating effectively as part of a team. This role requires the ability to anticipate needs and execute a wide range of administrative tasks with accuracy, discretion, and professionalism in a fast-paced environment. Please note this is an in-office position, requiring 30 to 40 hours per week, and is best suited for someone who thrives in a dynamic and self-directed setting.

Key Responsibilities:

Client & Vendor Communication:

• Respond to calls, emails, and texts from clients, vendors, and other real estate professionals with a high degree of professionalism.
• Act as a point of contact for clients, responding to inquiries and coordinating showings, meetings, and property viewings.
• Provide timely updates to clients and ensure all inquiries are addressed promptly.

• Administrative & Office Support:
  • Assist agents with listing preparations, contract management, and document processing.
  • Help create and maintain property listings, marketing materials, and client communications.
  • Ensure all paperwork is filed correctly, accurately, and on time.
  • Manage the team's calendar and schedule appointments, property viewings, and meetings.
  • Proofread, edit, and format documents and reports to ensure accuracy and clarity.
  • Assist with maintaining and organizing client and property files, both digitally and physically.
• Transaction & Documentation Management:
  • Assist with preparing and managing real estate listings, contracts, offers, and disclosures.
  • Coordinate between clients, agents and title companies, inspectors, and vendors to facilitate smooth transaction processes.
  • Help track transaction milestones and ensure all necessary paperwork is completed accurately and on time.
  • Help organize and manage client and property files (both digital and physical).
• Marketing & Social Media:
  • Help prepare marketing materials for listings, including brochures, social media posts, and property websites.
  • Assist with managing online listings and ensuring they are up to date.
  • Assist with creating marketing campaigns, managing social media profiles, and posting property updates on various platforms.
  • Help with designing promotional materials and assisting in virtual tour setups for listings.
• General Support to Agents & Team:
  • Provide administrative assistance to real estate agents, helping them manage schedules and day-to-day tasks.
  • Keep track of deadlines and ensure that all tasks are completed in a timely manner.
  • Support agents with daily administrative tasks, including email and phone correspondence.
  • Assist in the creation and management of marketing materials (e.g., property brochures, flyers, and online listings).
  • Organize office workflow to ensure efficiency and high-quality client service.

Required Skills & Qualifications:

• Real Estate License: Must hold an active real estate license in the state of Utah.
• Previous Real Estate Experience: Previous experience in a real estate office or as an assistant is preferred.
• Customer Service Focus: Excellent communication and client service skills, with the ability to interact professionally with clients, vendors, and other real estate professionals.
• Organization & Attention to Detail: Strong organizational skills with the ability to manage multiple tasks simultaneously and keep everything on track.
• Technology Proficiency: Proficiency with Microsoft Office, Google Suite, and experience using CRM tools, basic social media platforms, MLS, or other real estate management software. Ability to learn new software quickly.
• Strong Communication Skills: Clear, professional, and concise communication both in writing and verbally.
• Positive Attitude: Eagerness to be part of a collaborative team, bringing solutions to challenges and contributing to overall success.
• Time Management: Ability to prioritize tasks efficiently in a fast-paced environment and manage multiple deadlines.
• Professionalism: Ability to maintain confidentiality and exhibit discretion in handling sensitive information.

Preferred Skills:

• Experience with real estate transaction management platforms such as DocuSign, MLS, or similar tools.
• Marketing experience or familiarity with social media management tools.

Why Work with Us?

• Collaborative Culture: Join a supportive and dynamic team where your skills and expertise will be valued.
• Growth Opportunities: There's plenty of room for professional growth and development within our organization.
• Prime Location: Work in beautiful Park City, Utah, one of the most desirable locations in the country.
• Competitive Salary & Benefits: Based on experience, plus bonus opportunities
• Collaborative Team: Work alongside experienced agents in a dynamic, supportive team environment.
• Professional Development: Opportunities for growth and advancement within a leading real estate firm.
• Beautiful Location: Enjoy working in the scenic and sought-after Park City, Utah, with the opportunity to thrive in a fast-growing real estate market.

How to Apply:

If you are a highly motivated, organized, and detail-oriented individual with a passion for real estate, we encourage you to apply for this exciting opportunity! Please send your resume and a cover letter detailing your qualifications to bridgette.osguthorpe@summitsothebysrealty.com