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Transactions Specialist - Alberta - (REMOTE) Brokerage Operations Remote, 8 Locations Req ID: 1402 · Full-Time Transactions Specialist - Alberta - (REMOTE)



Posted on Saturday, July 6, 2024


Position at eXp Canada

We are one of the first all-remote companies with 2,000+ team members utilizing our virtual office called eXp World. This role is work-from-anywhere in Alberta, Canada.
Who is eXp?
Doing the audacious is part of eXp Realty’s DNA. We are a company that rewards creative minds who can offer bold solutions, where opinions matter, anything is possible and the outcome can be revolutionary. As a global full-service real estate brokerage utilizing a 3-D, fully immersive, cloud office environment, offering 24/7 access to collaborative tools & training, eXp has broken the traditional mold of real estate. We are doing big things.
Come join us at eXp Realty – a 7x Glassdoor Best Places to Work organization!
What you will do:
This position coordinates the flow of documentation from the agent to the office, to the solicitors and other real estate companies involved in the contract. It requires maximum attention to detail and high organizational skills. This person must give high attention to the details of the contract and the flow of information. eXp Realty is an extremely fast paced environment and candidates must be extremely organized and able to manage their time efficiently.
The Transactions, Analyst is a self-starter, is extremely thorough, has a need to complete tasks, is able to connect with all personalities, has an accommodating, supportive attitude, finds amicable solutions, doesn't take risks, follows procedures and policies, and is non-confrontational. The Transactions, Analyst must have strong attention to detail, and enjoy working with facts, figures and systems, has the ability to work in front of a computer screen for extended periods of time and prefers a team setting. The Transactions, Analyst has strong verbal skills, listens well and gets through the company paperwork accurately, quickly and is very organized. This person is calm under pressure.
  • Solely responsible for the accuracy of processing the deal files from the time the deal is entered to closing. Additionally processing listing contracts when necessary.
  • Review Contracts and accompanying docs in Skyslope, perform data entry into BackOffice, calculate commissions accurately, verify MLS data.
  • Process all types of transactions, including but not limited to: Residential, Commercial, Leases, Service/Fee Agreements, Referrals, Cancellations.
  • Request further documentation from agents when necessary by marking the item as Required in Skyslope.
  • Confirm that all required documentation is in Skyslope before closing.
  • Follow-up with agents when paperwork is missing. Escalate to a managing broker when necessary.
  • Generate Trade Records and provide a copy to the agent.
  • Ensures Deposit info entered in BackOffice is accurate and that the clients funds have been deposited into the trust account on time.
  • Convey accurate instructions/invoices and accompanying paperwork to solicitors and outside brokerages in a timely manner.
  • Report outstanding issues to the Provincial Transaction Team Lead.
  • Follow all procedures as outlined by the Team Lead.
  • Maintaining personal and central conveyance emails, responding to agents, staff and external inquiries in a timely and professional manner.
  • Ensures files have final sign off by Provincial Administrator Broker, if applicable.
  • Communicate with the payouts department to facilitate funds being sent to lawyers and commissions being releasable to agents and outside brokerages.
  • Attends: Orientation/Training, FINTRAC training, Team Meetings, Provincial and National Meetings, and Monthly Training Sessions with the Transaction Team.
  • Perform designated job tasks efficiently and within the provided time frame.
  • Maintain regular communication with team members and supervisors through email, instant messaging, video conferences, or other designated communication channels.
  • Attend virtual meetings, provide updates on progress, and actively participate in discussions.
  • Adhere to company policies and guidelines, including data security and confidentiality.
  • Complete assigned projects, assignments, or tasks with attention to detail and quality.
  • Manage and prioritize workload effectively to meet deadlines and deliver results.
  • Continuously update job knowledge by participating in training opportunities or self-directed learning.
  • Collaborate with colleagues on shared documents or projects using remote collaboration tools.
  • Take ownership of assigned work and demonstrate initiative in identifying and addressing challenges.
  • Ensure availability and responsiveness during agreed-upon working hours.
How you will grab our attention:
  • High school diploma required or equivalent years of applicable experience
  • 2+ years of experience in real estate transactions processing required
  • Computer experience essential
  • Legal Real Estate conveyancing experience strongly preferred
  • Basic knowledge of the Canadian Real Estate Transaction requirements & provincial processes
  • Knowledge of Excel, Transaction Desk, Publisher, PowerPoint, LoneWolf an asset
  • Must be responsible, dependable and trustworthy
  • Task-oriented, organized, pays attention to details, follows systems, team-worker
  • Ability to build relationships with Agents, Lawyers, Notaries, Managing Brokers
  • Works well under time restraints and in a fast paced environment.
  • Remain adaptable and willing to help out where needed when the designated board is changed or the range expanded by the Team Lead or Transaction Manager.
  • Able to carry upwards of 200-300 transactions within the process.
    • The TS must have the ability to process a minimum of 35 new deals per week within their assigned board(s). This amount will fluctuate as per the Team Lead’s instructions, depending on the current volume of transactions being uploaded into the system.
  • Agile/Flexible attitude
  • Strong attention to detail required
  • Excellent customer service abilities: written and verbal communication must be superb
  • Excellent critical thinking and problem solving skills
  • Team player - able to complete individual tasks as well as work on a team to accomplish a goal
  • Experience in the real estate industry strongly preferred
  • Excellent communication skills both written and verbal
  • Experience in coordinating events and group activities
  • Conflict resolution and active listening: ability to assess a customers need or concerns and deliver solutions using critical and creative thinking
  • Proficient knowledge of G Suite required; Microsoft Office experience is a bonus
  • Remote Work experience required
  • Dedicated home-office/work space
  • Advanced Trello experience preferred
  • Aptitude for using online platforms and softwares to work remotely
If you think you’d make a great match for this position but don’t meet all the requirements, we would still encourage you to apply!
What eXp Canada provides:
  • Medical, Dental, Vision, Long-Term Disability
  • Life Insurance and AD&D
  • Subscription to Calm and Vitality Wellness Programs
  • Paid Vacation
  • Paid Holidays
  • Up to 4 Paid Personal Days
  • 5 Paid Sick Days
  • One time stock option
  • $20/pay cheque for the first two pays of the month for your mobile phone/internet
  • RRSP employer match will be available in the near future
  • Fully remote environment
  • Amazing company culture
  • And more..
eXp World Holdings is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability or any other characteristic protected by law.