Transitions Administrator

Capital Consultants Management Corporation•Scottsdale, AZ

About The Position

The Transitions Administrator coordinates and manages administrative aspects of community association transitions from developer control to homeowner governance or between management companies. The role supports a smooth, compliant transition by organizing records, coordinating communications among stakeholders, tracking timelines, and supporting Boards of Directors, developers, homeowners, vendors, and management teams. The position also supports due diligence, reporting, transition-related inspections and reviews, and the development of improved transition processes.

Requirements

Strong organizational and time-management skills.
Ability to prioritize multiple tasks while managing frequent interruptions.
Excellent customer service skills.
Strong verbal and written communication skills.
Proficiency in Microsoft 365, including Word, Excel, Outlook, Teams, and SharePoint.
Ability to prepare reports, track project milestones, and maintain accurate records.
Strong data-entry and document-management skills.
Proficiency with Microsoft Word, Excel, Outlook, and other standard office applications.
Ability to maintain professionalism in an executive- and resident-focused environment.
High attention to detail and accuracy.

Nice To Haves

Associate or bachelor's degree in business administration, property management, real estate, public administration, or a related field.
Experience with association management software such as Caliber.
Experience in a homeowner's association (HOA), community management, property management, or customer service environment.
Experience supporting leadership teams, Board members, or executive-level professionals.

Responsibilities

Coordinate and oversee HOA transition activities, timelines, and deliverables.
Collect, review, organize, and maintain association records, governing documents, contracts, financial records, warranties, permits, and other transition-related documentation.
Serve as the primary liaison among developers, association boards, homeowners, management teams, vendors, and legal counsel during transition activities.
Track transition milestones and ensure timely completion of required tasks.
Monitor compliance with governing documents, management agreements, and applicable state and local requirements.
Support due diligence reviews by gathering and validating required documentation.
Identify potential transition risks, issues, or gaps and escalate concerns as needed.
Provide administrative support related to inspections, reserve studies, audits, warranties, and vendor transitions.
Assist in developing and improving transition processes, workflows, and best practices.
Assign tasks to internal parties involved in the transition process.
Track and manage deadlines for tasks assigned to internal parties.
Produce routine transition-status summaries for Leadership Team review.
Produce standardized collateral materials for transition processes, such as welcome letters.
Perform additional duties or job functions as necessary.