Office Coordinator/Brokerage Review Specialist

Position Title: Office Coordinator/Brokerage Review Specialist

FLSA Status: Non-Exempt
Date Created/Last Evaluated: July 2025
Reports to: Compliance Manager
Department: 210 Compliancer
Employment Status: Full time
Supervisory Responsibilities: No
Location: 3573 E Longwing Ln, Suite 210, Meridian, Idaho 83642

Summary

The Office Coordinator/Brokerage Review Specialist is an extremely detail-orientated person who thrives in a fast-paced business environment, working independently to meet deadlines, and provides assistance to Fathom Realty in conjunction with agent-related matters to agents, brokers, and office/corporate management. Will have the skills and knowledge to gather information from agents/brokers; address agent joins/exits, assist as back-up in the review of real estate related contracts, and assist with maintaining the Trust Ledger. The candidate must be punctual, maintain excellent attendance, conduct themselves in a professional manner, must be able to trouble-shoot and problem solve on their own, be flexible and responsive, have the ability to prioritize and multi-task, must have superior oral and written communication skills, with exceptional public relations skills and telecommunications usage. They must also be capable of addressing general agent questions in regard to processing real estate transactions.

Required Skills

• 1-3 years administrative work experience & minimum 1 year experience processing real estate transactions
• High School Diploma is required
• Experience in various administration functions is essential with advanced use of MSWord, MS Excel, MS PowerPoint, Google Apps
• CRM and cloud-based technology is a plus, and strong familiarity of the internet, and social media
• Real estate license is preferred

Job Responsibilities

• Opening and closing local office, per established procedures
• Answering phones for office’s main incoming calls
• Creates and publishes blast emails & texts; collects RSVPs for office Team Meetings and other office events
• Contribute to the monitoring of the department’s incoming email communication
• Manage multiple social media platforms on behalf of the brokerage
• Prepares Zoom meetings, arranges conference room meetings and training rooms as needed, and assists with cleaning up after each meeting or event
• Arrange corporate and agent events as directed, coordinate food orders for events, and attend as needed
• Stays up to date on all company technologies, systems, and procedures
• Maintains/replenishes office supplies for branch office, keeps inventory on hand to avoid running out of supplies
• Deliver world class customer service and assist in managing brokerage documentation
• Assist as back-up in the review/auditing of transaction documentation and real estate files
• Contribute remotely as a functional member of the Brokerage Review Team
• Work with Agents and other departments to move transactions through funding process to get Agents paid in a timely manner
• Proactively call our Agents to ensure a smooth resolution to transaction file or documentation issues
• Coordinate with Fathom staff to ensure Fathom is in compliance with Real Estate Commission guidelines
• Communicate key messages effectively, ensure recipients are well informed on issues impacting them or others
• Identify areas for improvement in working with new & veteran Agents as well as leadership throughout company
• Continuously learn additional information on the job about the real estate industry
• Support broker staff as it relates to auditing, transaction/document review, Trust Ledger, and ultimately supporting our Agents
• Work constructively with other functional areas throughout organization to collaborate, establish, and leverage best practices
• Disseminate information quickly, answer questions, and manage follow-up as required
• Develop a positive working relationship with our Agents, leadership, and staff throughout the organization
• Contribute to a culture of continuous improvements, new approaches, and personal excellence

Preferred Additional Skills:

• Exceptional customer service skills
• Detail-oriented (especially with regard to contracts, processes, and timelines)
• Ability to effectively learn new technology platforms (programs, applications, etc)
• Ability to work with team members in other locations and thrive without in-person supervision
• Able to prioritize responsibilities and stay on task
• General experience with Facebook and other social media platforms
• High level of professionalism and confidentiality
• Strong written, verbal, and electronic communication skills
• Willingness and ability to effectively solve problems
• Natural disposition to take the extra step
• Motivation to do things without waiting to be asked
• Strong desire to be part of and make valuable contributions to fast-paced teams
• Effective active listening, eagerness to learn, flexibility, trustworthiness
• Internal drive to grow and succeed while still helping others
• Reliability, and sense of responsibility for one’s actions and results

Working Hours and Location

• Monday-Friday (40 hours per week)
• 3573 E Longwing Ln, Suite 210, Meridian, Idaho 83642

Physical Demands

• The employee is regularly required to stand and sit. Must be able to operate a computer and telephone.

About Fathom Holdings Inc. (Nasdaq: FTHM)

Fathom Holdings Inc. is a national, technology-driven, real estate services platform integrating residential brokerage, mortgage, title, insurance, and SaaS offerings to brokerages and agents by leveraging its proprietary cloud-based software, intelliAgent.  The Company’s brands include Fathom Realty, Encompass Lending, Verus Title, intelliAgent, and Real Results.  For more information, visit www.fathomrealty.com.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the position.  All employees may have other duties assigned at any time.