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.
How you will make an impact: Technology Leadership & Enablement:
Accountable for driving technology adoption, agent enablement, and digital innovation aligned to eXp’s agent-centric, cloud-based brokerage model.
Technology Leadership Responsibilities:
Champion adoption and fluency across eXp’s core platforms (e.g., Skyslope, Slack, CRM of Choice, My eXp etc.).
Partner with internal tech and training teams to pilot, localize, and operationalize new technology rollouts.
Monitor province-wide agent adoption metrics, flag friction points, and recommend solutions.
Provide frontline support to agents and staff on transactions, system navigation, and tech compliance workflows.
Agent & Staff Enablement:
Lead or co-facilitate provincial training sessions on regulatory updates and new systems.
Collaborate with national teams to tailor training resources for provincial requirements.
Maintain a resource library or knowledge base to reduce repetitive agent inquiries.
Innovation & Feedback Loop:
Liaise between field operations and national tech teams to identify local challenges.
Participate in innovation pilots (e.g., DocAI testing, automation workflows).
Share insights on agent satisfaction and tech blockers to inform upgrades and enhancements.
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:
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
High school diploma required or equivalent years of applicable experience
Developing professional expertise, applies company policies and procedures to resolve a variety of issues.
Must be Bilingual in English and French
1+ years of experience in real estate transactions processing preferred
Computer experience essential
Basic knowledge of the OACIQ and Canadian Real Estate Transaction requirements & provincial processes
Knowledge of Google Docs & Sheets, and eZmax is an asset
Must be responsible, dependable and trustworthy
Task-oriented, organized, pays attention to details, follows systems, team-worker
Ability to build relationships with Brokers/Agents, Notaries, DA, Co-workers.
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 100+ transactions within the process.
Able to process Listing Contracts and accompanying paperwork in addition to deals.
The TA must have the ability to process deals quickly and efficiently. This amount will fluctuate as per the Team Lead’s instructions, depending on the current volume of transactions being uploaded into the system.
What eXp provides:
Employer paid Medical coverage, as well as Dental & Vision benefits
Company supplied equipment; laptop, monitor, headset
RRSP with up to a 4% match
Fully remote environment
Amazing company culture
And more…
EEO Statement:
We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, eXp is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.
