Ideal Candidate Profile
You find genuine satisfaction in a completed checklist, an organized file, and a process that runs the same clean way every time. You prefer clear systems over ambiguity, and enjoy refining a process once you've mastered it. You are steady under pressure. Deadlines and last-minute changes don't rattle you, they just become the next item on the list. You build trust through consistency and follow-through, not by being the loudest voice in the room. You enjoy people and client interaction without needing to be the center of attention. You take accuracy personally. A typo in a listing or a missed deadline bothers you more than it bothers most people. You are loyal to a team and mission once you're in, and want to build something long-term rather than job-hop.
This role rewards precision, patience, and quiet dependability far more than speed or sales energy.
Room to Grow
This is a foundational role, not one designed to absorb unlimited scale. As the brokerage grows, we plan to add support around this position. Over time, this role can expand into senior operations, marketing systems ownership, or supervising additional admin support, depending on your strengths and interests.
Schedule
Core work hours are 9am-5pm, Monday-Friday, in office. Outside those hours (7am-10pm, Monday-Friday), we may occasionally need a quick text or email response for time-sensitive items, like forwarding a document or confirming a vendor. This is light-touch, not on-call coverage. Saturday availability is limited to the most urgent items only, addressed sometime during the day rather than immediately. Sundays are off. No open house or showing attendance is required, as this is a non-licensed role and cannot represent clients or discuss contract terms with the public.
Compensation and Time Off
$55,000 base salary, paid bi-weekly. Mileage reimbursement: $0.60/mile (non-commute), paid bi-weekly. 12 PTO days annually. 6 paid major holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas Day. We don't offer health or retirement benefits at this time; this is reflected in the base salary. PTO and holidays are yours with no phone or expectations. The one exception: if an urgent email comes in that leadership hasn't been copied on, a quick forward is appreciated.
Core Responsibilities
Listing & Marketing Support
- Assemble pre-listing research packets: MLS history, tax records, comp research, and prospect background.
- Maintain MLS listing data accuracy, status updates, and private remarks, under agent supervision per MLS board rules.
- Schedule and coordinate photographers, stagers, handymen, and vendors, and be on-site for shoot days.
- Install and remove yard signs, riders, and lockboxes at properties.
- Prepare properties for showings and open houses: light cleaning, staging touch-ups, signage setup, and supply restocking.
- Draft first-pass MLS property descriptions for agent review and approval.
- Produce listing brochures, postcards, feature sheets, and appraiser comp packets.
- Build and schedule social content (Instagram Reels, posts, stories) for listings and brand presence.
- Manage Google Ads campaigns and Google Business Profile posts.
- Update the marketing website on listing launches, price changes, and status updates.
- Design marketing materials in Canva: postcards, brochures, flyers, social graphics.
- Track weekly marketing performance stats (MLS views, Zillow stats, ad performance, lead volume).
Transaction & Client Support
- Track contingency deadlines across residential, commercial, and lease transactions (inspection, appraisal, financing, title).
- Maintain transaction checklists and status trackers in Notion for every active file.
- Collect, organize, and route disclosures and forms for signature via DocuSign.
- Follow up with lenders, title companies, inspectors, and appraisers on scheduling and document status.
- Monitor earnest money timelines and confirm receipt with title/escrow.
- Flag missing signatures, expired deadlines, or incomplete files to the agent.
- Prepare closing packet documents and confirm final walk-through logistics.
- Send routine client updates using approved templates: showing confirmations, document requests, timeline reminders.
- Maintain a structured check-in cadence for active client files, escalating anything requiring agent judgment.
- Prepare and send weekly seller update reports.
- Coordinate scheduling for inspections, appraisals, walkthroughs, and vendor appointments.
- Maintain CRM records (GoHighLevel) with accurate client status and follow-up tasks.
- Support new client onboarding: welcome packets, document collection, intro communications.
- Provide general administrative support: CRM maintenance, filing, office supplies.
Physical & Field Requirements
This role includes light physical work (placing yard signs, carrying brochures and lockboxes, light cleaning and staging touch-ups) and regular local driving for listings and vendor coordination.
Sumsion Real Estate is a boutique brokerage in Provo specializing in luxury residential and commercial real estate. We're looking for a non-licensed operations professional who wants to own the systems that keep high-value transactions moving smoothly from contract to close.
This is a hands-on role, part office, part field, and highly process-driven. If you spot gaps before they become problems, take pride in order and accuracy, and like making things run the same clean way every time, this role is designed for you.
What We're Looking For
Required: 2+ years in an administrative, coordination, or operations role. Comfortable working from, and improving, checklists and systems. Strong attention to detail and accuracy. Reliable vehicle and valid driver's license. Comfortable with both office and field work. No real estate license required.
Preferred: Real estate experience (residential, commercial, or leasing). Experience with MLS, GoHighLevel, Notion, Canva, or similar tools. Prior exposure to AI tools and workflows.
About Sumsion Real Estate
Sumsion Real Estate has served the Utah County community for over eight years. It started with Matt Sumsion building a real estate practice from the ground up and has grown into a boutique brokerage specializing in luxury residential and commercial properties. The team is run by two brothers, Matt and Mark. They're entrepreneurs at heart who work hard, take their commitments seriously, and genuinely care about the value they deliver to every client. We're a small team with real momentum, looking for someone who fits that culture: someone who takes pride in their work, shows up prepared, and wants to be part of something still being built.
Pay: $55,000.00 per year
Ability to Commute:
- Provo, UT 84601 (Preferred)
Work Location: In person
