Transactions Coordinator

1 month ago

Medicine Hat, Alberta, Canada eXp World Holdings Full time
About the Role

We are seeking a highly organized and detail-oriented Transactions Specialist to join our team at eXp World Holdings. As a key member of our team, you will be responsible for coordinating the flow of documentation from agents to the office, solicitors, and other real estate companies involved in the contract.

Key Responsibilities
  • Process deal files from the time the deal is entered to closing, ensuring accuracy and attention to detail.
  • Review contracts and accompanying documents in Skyslope, perform data entry into BackOffice, calculate commissions accurately, and verify MLS data.
  • Process all types of transactions, including residential, commercial, leases, service/fee agreements, referrals, cancellations, and more.
  • Request further documentation from agents when necessary and confirm that all required documentation is in Skyslope before closing.
  • Follow up with agents when paperwork is missing and escalate to a managing broker when necessary.
  • Generate trade records and provide a copy to the agent, ensuring deposit information is accurate and 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 and follow all procedures as outlined by the Team Lead.
  • Maintain personal and central conveyance emails, responding to agents, staff, and external inquiries in a timely and professional manner.
  • Ensure files have final sign-off by the Provincial Administrator Broker, if applicable, and communicate with the payouts department to facilitate funds being sent to lawyers and commissions being releasable to agents and outside brokerages.
  • Attend virtual meetings, provide updates on progress, and actively participate in discussions, adhering to company policies and guidelines, including data security and confidentiality.
Requirements
  • High school diploma or equivalent years of applicable experience.
  • Computer experience essential.
  • Legal real estate conveyancing experience strongly preferred.
  • Basic knowledge of Canadian real estate transaction requirements and provincial processes.
  • Knowledge of Excel, Transaction Desk, Publisher, PowerPoint, and LoneWolf an asset.
  • Must be responsible, dependable, and trustworthy, with excellent customer service abilities and strong attention to detail.
  • Ability to build relationships with agents, lawyers, notaries, managing brokers, and work well under time restraints and in a fast-paced environment.
What We Offer
  • 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, and 5 paid sick days.
  • One-time stock option and RRSP employer match available in the near future.
  • Fully remote environment and amazing company culture.

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