[Hiring] Transaction Settlements Specialist @eXp World Holdings, Inc.

Role Description

As a Transaction Settlements, Sr. Analyst, you will oversee the end-to-end administration and coordination of real estate transactions, ensuring all documentation is accurate, complete and processed in accordance with local legal and regulatory requirements. You will work closely with agents, clients, legal professionals, notaries and internal stakeholders to facilitate smooth transaction settlements from contract initiation through to closing.

• Transaction Management: Manage the full lifecycle of real estate transactions, from initial contract documentation through to closing, ensuring all required information and documentation are accurately recorded and maintained.
• Document Review & Verification: Review and organise transaction files, including deposit agreements (Contratos de Arras), reservation agreements, listing agreements, land registry reports (Notas Simples) and other relevant real estate documentation.
• Documentation & Compliance: Ensure transaction files are accurate, complete and compliant with applicable Spanish real estate requirements. Follow up with agents to obtain missing documentation and ensure all required documents are uploaded to the appropriate CRM and transaction management platforms.
• Data Entry & Systems Management: Enter and maintain transaction details across relevant platforms, ensuring information is accurate and up to date throughout the transaction process.
• Commission & Financial Tracking: Monitor bank accounts for commission payments, prepare invoices and maintain accurate records of transaction-related financial information.
• Legal & External Coordination: Coordinate the preparation and submission of transaction documentation to legal professionals, notaries and other relevant external parties as required.
• Closing & Pipeline Monitoring: Generate weekly and monthly reports identifying contracts approaching their closing dates, monitor outstanding tasks and proactively follow up to ensure transactions progress on schedule.
• Issue Resolution: Identify and escalate outstanding documentation, compliance or transaction-related issues to agents and the designated Managing Broker to support timely resolution.
• Sales & Transaction Reporting: Prepare weekly flash reports covering sales and listings, along with additional reporting and documentation relating to transactions and agent activity.
• Agent Support & Training: Provide guidance and training to agents on local transaction platforms, documentation requirements and real estate transaction procedures.
• Customer & Internal Support: Respond to HubSpot tickets in a timely manner, assist with the preparation of monthly newsletters and support general transaction-related inquiries.
• Follow established transaction procedures and guidelines as directed by the Team Lead.
• Other accountabilities as assigned.

Qualifications

• 1+ years of experience in real estate transaction processing, transaction coordination or real estate operations.
• Strong understanding of Spanish real estate transaction processes and associated legal documentation.
• Familiarity with Spanish real estate laws, tax regulations and local transaction requirements.
• Experience reviewing and handling real estate documentation, including deposit agreements (Contratos de Arras), reservation agreements, listing agreements and land registry reports (Notas Simples).
• Knowledge of relevant local real estate compliance requirements and regulatory guidelines.
• Proficiency in CRM platforms and real estate transaction management systems.
• Experience working with Google Workspace, particularly Google Sheets, and Microsoft Excel.
• Strong organisational and time-management skills, with the ability to manage multiple transactions simultaneously.
• Exceptional attention to detail and accuracy when reviewing documentation and maintaining transaction records.
• Ability to work effectively under pressure and meet deadlines in a fast-paced environment.
• Strong communication and relationship-building skills, with the ability to collaborate effectively with agents, conveyancers, notaries and designated Managing Brokers.
• A responsible, dependable and trustworthy approach to handling confidential transaction and financial information.
• A proactive, task-oriented mindset with the ability to follow established processes and work independently.
• Strong problem-solving skills and the ability to identify, escalate and resolve transaction-related issues.
• A collaborative team player who takes ownership of assigned responsibilities.

Benefits

• Fully remote work environment.
• Opportunity to work with a globally recognised real estate organisation.
• Access to eXp World, our immersive virtual office environment.
• Collaborative and supportive 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.