Deals Administrator

We are one of the first work-from-anywhere companies with 2,000+ team members utilizing our virtual office called eXp World. This role is work-from-anywhere in Ontario, Canada.

• Please note: This is a 1-year contract opportunity.**
  
  

Who is Zoocasa?

Zoocasa is an award-winning and passionate prop-tech platform obsessed with delivering exceptional consumer experiences in the real estate sector. As a wholly owned subsidiary of eXp Realty Inc., we pride ourselves on being able to deliver because of our belief in, and support of, our talented and dedicated team. Our growth has been recognized by the Financial Times, The Globe and Mail, Canadian Business and Deloitte Canada.

About The Team

At Zoocasa, we empower our customers with the data and expertise they need to make more successful real estate decisions. We’re a full-service brokerage that recognizes how the line between technology and traditional real estate is blurring – so we decided to take the best of both worlds and create a streamlined experience for home buyers, sellers, and renters from start to finish. Come join us!

What you will do:

The Deals Administrator plays a crucial role in supporting the real estate transactions and deal management processes within Zoocasa.This role involves coordinating various aspects of real estate deals through the completed transaction process ensuring accurate documentation, facilitating communication between stakeholders, and maintaining organized records to subsequently record these deals into internal systems for processing and financial reconciliation. Working under the Senior Manager, Finance and Revenue Operations, the Deals Administrator participates in the smooth execution of real estate transaction documentation, commissions distribution and contributes to the overall efficiency and effectiveness of the Finance team.

Deal Coordination:

• Collaborate with agents and the eXp transaction team in order to support the appropriate pay out of commissions, the attribution of Zoocasa referral and service fees as well as appropriate documentation being uploaded into the system for each trade.
• Working closely with internal stakeholders in order to track outstanding deals and payments required along with appropriate splits for the amount owed/owing.
  
  

Documentation and Record Keeping:

• Ensure accuracy and completeness of all paperwork, following established company and legal guidelines that are used to pay out the commission splits.
• Maintain electronic files for each transaction, adhering to data privacy and retention policies.
• Input deal details into internal systems with accurate characteristics in order to be recorded as revenue.
  
  

Communication and Liaison:

• Act as a point of contact for internal teams at Zoocasa, eXp and with the agents involved in each deal.
• Communicate closely with the Revenue Operations Coordinator on transactions to be traced as well as daily status of trades.
  
  

Transaction Monitoring:

• Monitor the progression of each deal, proactively identifying potential issues and addressing them in a timely manner. Update the status of each deal as information is known into the internal system so revenue is appropriately recorded.
• Follow up on critical dates and deadlines, ensuring compliance with contractual obligations.
• Provide regular status reports to management and relevant parties, keeping them informed of deal status.
• Database Management:
• Input accurate and up-to-date information into the company's transaction management software or database.
• Maintain organized records of deals, contacts, documents, and communications for easy retrieval.
  
  

Support to Agents and Brokers:

• Assist real estate agents with administrative tasks related to deal management including uploading all appropriate files into the system for processing.
  
  

Continuous Improvement:

• Identify opportunities for process improvement and propose solutions to enhance the efficiency and effectiveness of deal management.
• Stay updated on industry best practices, regulations, and market trends related to real estate transactions.
  
  

How you will grab our attention:

• University/College diploma or equivalent would be beneficial; additional relevant certifications or coursework is a plus.
• Prior experience in real estate administration, transaction coordination, or related field preferred.
• Proficiency in office software and tools, including Google Sheets, Excel and transaction management software.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Familiarity with real estate contracts and documentation is advantageous.
• Understanding of confidentiality and data protection regulations.
• The role of the Zoocasa Deals Administrator is pivotal in ensuring the smooth execution of real estate transactions and maintaining high standards of professionalism and organization throughout the process. In this role you will be working within the revenue operations team under the Manager, Revenue Operations.
  
  

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 Zoocasa provides:

• Paid Vacation
• Paid Holiday
• Paid Sick Days
• Fully remote environment
• Amazing company culture
• And more…
  
  

The starting base pay for this position is $45,000 CAD per year in our lowest geographic cost of living market and is dependent upon many factors such as location, experience, skills, and training. Base pay is only one part of the total compensation package offered to employees in recognition of their hard work and is determined within a range to allow for growth and development within a role.

EEO Statement:

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.