Job Summary

The Transactions Operations Lead oversees the operational and compliance backbone of the agent commissions payment process — from trade record and deal file initiation through commission set-up, disbursement, and closing. This role directly leads the Agent Commissions Payable and Agent Commissions Receivable teams and serves as the bridge between them and the Conveyancing team, providing guidance on trade record and deal file accuracy to ensure a smooth hand-off into commissions processing. A top priority of this role is oversight of trust account activity, including account and bank reconciliations and partnering with brokers on trust account reconciliations, ensuring full compliance with provincial trust accounting and real estate regulatory requirements across the provinces we operate in. The Transactions Operations Lead also oversees accounts payable activity tied to agent billing, vendor balances, and referral payments, and assists the Agent Commissions Receivable team in identifying unmatched funds, flagging any potentially reportable activity to the company's FINTRAC Compliance Officer. This role is accountable for operational efficiency, process improvement, team performance, and escalated issue resolution across the Payable and Receivable teams. The ideal candidate is a hands-on leader who thrives running high-volume, deadline-driven teams and has a sharp eye for catching errors before they reach an agent's payout.

Responsibilities

- Serve as the primary bridge between the Conveyancing, Agent Commissions Payable, and Agent Commissions Receivable teams, ensuring seamless handoffs and consistent communication
- Serve as the primary owner of trust account oversight, including account and bank reconciliations and partnering with brokers on trust account reconciliations, ensuring full compliance with provincial trust accounting requirements at all times
- Oversee deal file management and compliance — ensuring all deal files and trade records meet applicable provincial real estate regulatory and local real estate board standards, as well as company documentation standards — and provide guidance to the Conveyancing team on trade record accuracy and timely initiation
- Oversee the commissions process from trade record initiation through commission set-up and payout via the Agent Commissions Payable team
- Oversee accounts payable activity tied to agent transactions — agent billing, vendor balances,



and referral payments — and ensure commission statements and supporting documentation are accurately prepared and distributed to lawyers, cooperating brokerages, and agents
- Oversee agent billing and collections, proactively following up on overdue accounts to keep receivables current, and assist the Agent Commissions Receivable team in identifying and resolving unmatched funds
- Monitor daily commission pipelines and the trade record pipeline, proactively identifying bottlenecks, flagging issues to Conveyancing, and reallocating resources within the Payable and Receivable teams to maintain service level objectives
- Guide and direct the Agent Commissions Payable and Receivable teams, and provide trade record guidance and priorities to the Conveyancing team, to ensure critical deadlines are met
- Serve as the primary point of contact for real-time conveyancing, commissions, and payout escalations, researching issues and driving timely resolutions, and escalating unresolved discrepancies to the appropriate team or manager for re-review before processing
- Partner with internal departments, including Compliance, Accounting, Brokerage Operations, and Agent Success, to resolve complex payment matters, and ensure a high level of customer service for internal stakeholders and agents through explicit communication and prompt issue resolution
- Flag any potentially reportable or unusual transactions to the company's FINTRAC Compliance Officer in accordance with established FINTRAC policies and procedures
- Identify recurring errors and bottlenecks across deal, commission, and payout workflows, and implement improved procedures to reduce administrative inefficiencies
- Coach, mentor, and develop team members across the Payable and Receivable teams through regular feedback, performance reviews, and career progression planning; lead team meetings and training sessions to keep the teams aligned on process changes and payout standards
- Maintain accurate deal files, records, and documentation of processing decisions and exceptions handled across the Payable and Receivable teams

Qualifications:





- Direct experience overseeing trust accounts, including reconciliations, record-keeping, and compliance with provincial trust accounting requirements — required
- Experience with deal file administration, conveyancing, or trade processing within a Canadian real estate brokerage, including compliance with provincial real estate regulatory bodies (e.g., RECO in Ontario) and local real estate board standards
- Working knowledge of FINTRAC compliance requirements for real estate transactions, with the ability to recognize and escalate reportable activity to a compliance officer
- 3+ years of experience directly managing or guiding a team, including hiring, performance management, coaching, and day-to-day supervision of staff in a high-volume operational environment
- 5+ years of experience in real estate brokerage operations, deal administration, commissions/payroll processing, trust accounting, accounts payable, or escrow/closing coordination
- Demonstrated success setting and enforcing team KPIs, managing workflow pipelines, and driving measurable improvements in team performance
- Working knowledge of Canadian real estate regulatory requirements, including provincial real estate council rules and trust account handling obligations (e.g., RECO and other provincial regulators); experience working across multiple provinces is an asset
- Experience with brokerage and transaction management platforms used in the Canadian real estate market (e.g., Lone Wolf) and strong Excel/spreadsheet skills.
- Excellent analytical and problem-solving skills, with the ability to research and resolve complex payment and reconciliation discrepancies
- Strong communication and interpersonal skills, with the ability to work cross-functionally across Conveyancing, Commissions Payable, Commissions Receivable, Compliance, and Agent Success teams
- High degree of accuracy, discretion, and integrity when handling financial transactions and confidential information
- Proven ability to manage competing deadlines in a fast-paced, high-volume environment
- Real estate license is an asset, though not required

Core Competencies:

- Trust Account, Deal File & FINTRAC Compliance
- Cross-Team Coordination & Bridge-Building
- Leadership & Team Development
- Process Improvement & Operational Efficiency
- Problem-Solving & Escalation Management
- Data-Driven Decision Making

Pay: $65,000.00-$95,000.00 per year

Work Location: Remote

📌 Transaction Operations Lead (Canada)
🏢 LPT Realty
📍 Canada