Transactions, Analyst - QC

Accountabilities:

Real Estate Transaction Processing: Manage transaction files from initial submission through closing, ensuring accuracy, completeness, and compliance with established procedures. Process residential and commercial transactions, leases, service and fee agreements, referrals, cancellations, and listing contracts.
Contract Review and Documentation: Review contracts and supporting documents in SkySlope, enter accurate information into BackOffice, verify MLS data, calculate commissions, and generate transaction records for agents.
Documentation Follow-Up: Identify missing or incomplete paperwork, request additional documentation from agents, track outstanding requirements, and escalate unresolved issues to the managing broker or provincial transaction team lead when necessary.
Closing Coordination: Verify that all required documents are available before closing and obtain final approval from the provincial administrator broker when applicable. Coordinate with notaries, solicitors, external brokerages, and other stakeholders to ensure timely delivery of instructions, invoices, and supporting documents.
Financial Accuracy and Compliance: Confirm the accuracy of deposit information, ensure client funds are deposited into the appropriate trust account on time, and coordinate with the payouts department to facilitate payments to legal representatives and the release of commissions.
Communication and Customer Service: Manage personal and shared conveyance inboxes, respond promptly and professionally to inquiries from agents, employees, and external partners, and maintain clear communication throughout the transaction lifecycle.
Technology Adoption and Support: Promote effective use of core digital platforms, including SkySlope, Slack, CRM tools, and internal systems. Provide frontline assistance with transaction workflows, system navigation, and technology-related compliance requirements.
Training and Agent Enablement: Participate in onboarding, FINTRAC training, team meetings, provincial and national meetings, and monthly training sessions. Support the delivery of training on regulatory changes, new systems, and provincial processes.
Process Improvement and Innovation: Collaborate with technology, training, and operations teams to identify workflow challenges, support technology pilots, test document AI and automation solutions, and recommend improvements that enhance efficiency and user experience.
Workload and Performance Management: Manage a high-volume portfolio of transactions, potentially exceeding 100 active files, while prioritizing tasks, meeting deadlines, following established procedures, and adapting to changing workloads or team assignments.
Remote Collaboration and Accountability: Maintain consistent communication with colleagues and supervisors through email, messaging platforms, and video conferences. Protect confidential information, follow data security policies, and take ownership of assigned tasks and projects.
Requirements:
Education: High school diploma or equivalent combination of relevant education and experience.
Bilingual Communication: Fluency in both English and French is required, with excellent written and verbal communication skills to interact effectively with agents, brokers, notaries, colleagues, and external partners.
Real Estate Experience: At least one year of real estate transaction processing experience is preferred, along with familiarity with Canadian real estate transaction requirements, provincial procedures, and OACIQ regulations.
Administrative and Transaction Skills: Strong attention to detail and the ability to review contracts, validate documentation, manage financial information, follow established workflows, and maintain accurate records.
Technical Proficiency: Essential computer skills and proficiency with Google Workspace, particularly Google Docs and Sheets. Familiarity with eZmax is an asset, while Microsoft Office experience is beneficial.
Digital and Remote Work Skills: Previous remote work experience is required, along with the ability to use online platforms and collaboration tools effectively. Candidates must have a dedicated home-office workspace and be available and responsive during agreed-upon working hours.
Organization and Time Management: Proven ability to manage multiple priorities, handle high transaction volumes, maintain accuracy under pressure, and deliver work within strict deadlines in a fast-paced environment.
Customer Service and Relationship Building: Strong interpersonal skills, active listening, conflict resolution, and a service-oriented mindset, with the ability to develop positive working relationships and find practical, constructive solutions.
Analytical and Problem-Solving Abilities: Sound critical thinking skills, good judgment, and the ability to identify discrepancies, resolve administrative issues, and escalate concerns appropriately.
Teamwork and Adaptability: A collaborative, flexible attitude and the ability to work independently while contributing to shared goals. Candidates should be comfortable adapting to changing transaction volumes, shifting responsibilities, and evolving operational needs.
Technology and Workflow Management: Advanced Trello experience is preferred. An interest in digital innovation, automation, and emerging tools that improve transaction processing and team productivity is an advantage.
Professionalism and Reliability: Demonstrated responsibility, dependability, discretion, and trustworthiness, with a strong commitment to confidentiality, procedural compliance, and continuous learning.
Additional Experience: Experience coordinating events or group activities is beneficial, as is the ability to support agent training, facilitate communication, and help colleagues adopt new systems and processes.
Candidates who meet many, but not necessarily all, of these requirements are encouraged to apply if they believe their experience and skills are a strong match for the position.
Benefits:
Fully remote work: Work from anywhere within Quebec, Canada, with a flexible, virtual-first working environment.
Employer-paid medical coverage: Access to employer-funded medical benefits.
Dental and vision coverage: Additional healthcare benefits to support employee well-being.
Retirement savings plan: RRSP with an employer contribution match of up to 4%.
Company-provided equipment: Laptop, monitor, and headset supplied to support an effective remote working setup.
Collaborative company culture: Join a distributed, technology-driven team that values collaboration, innovation, inclusion, and professional support.
Technology and professional development: Opportunities to participate in training, learn new digital platforms, and contribute to process improvement and automation initiatives.
Inclusive workplace: An equal opportunity environment that values diverse backgrounds, perspectives, and experiences.
Career development opportunities: Exposure to real estate operations, transaction management, digital innovation, and cross-functional collaboration.