Transition Specialist

Position Summary:

The Transitions Specialist is responsible for managing all aspects of the transition process for new HOA communities joining our portfolio or communities leaving. This role serves as the primary point of contact during the transition period and ensures a seamless and professional experience for board members, homeowners, vendors, and internal departments. The ideal candidate is detail-oriented, organized, communicative, and thrives in a process-driven environment.

Key Responsibilities:

• Transition Management
  • Coordinate the intake       of new communities from prior management companies, self-managed boards,       or developers.
• Coordinate the      transition of communities in our portfolio to new management companies.
  • Ensure the receipt,       review, and accurate upload of all necessary governing documents,       financials, vendor contracts, meeting minutes, and homeowner records.
  • Work with previous       management companies to retrieve all relevant records in a timely and       professional manner.
• Internal Coordination
  • Serve as the central       liaison between internal departments including accounting,       administration, compliance, maintenance, and IT during the onboarding       process.
  • Create and maintain       detailed transition checklists and timelines to track progress and ensure       all milestones are met.
  • Set up new associations       in internal systems (accounting software, homeowner portals, etc.) and       verify accuracy.
• Client Communication      & Support
  • Act as the main point       of contact for Board Members during the transition period.
  • Communicate clearly and       consistently with clients regarding progress, expectations, and       deliverables.
  • Provide a warm and       confident introduction to our services, setting the tone for a successful       ongoing relationship.
• Process Improvement
  • Identify bottlenecks       and recommend improvements to streamline the transition process.
  • Maintain and update       transition templates and checklists for consistency and efficiency.

Qualifications:

• Experience in HOA      management, real estate, or property management strongly preferred.
• Exceptional      organizational and project management skills.
• Strong interpersonal and      communication skills.
• Proficiency in Microsoft      Office Suite and HOA management software (e.g., CINC or Vantaca).
• Ability to multitask and      manage multiple transitions at once.
• Problem-solving mindset      with a customer-first attitude.