Transitions Administrator

Hoamco•Prescott, AZ

13h

About The Position

The Transition Administrator coordinates and manages the administrative aspects of community association transitions from developer control to homeowner governance or between management companies. The role supports a smooth and compliant transition by organizing records, coordinating stakeholder communications, maintaining project timelines, and supporting Boards of Directors, developers, homeowners, vendors, and management teams. The position may also perform additional duties or job functions as necessary. The role involves coordinating transition activities and deliverables, maintaining association documentation, tracking milestones and deadlines, monitoring compliance, supporting due diligence, identifying and escalating risks, and providing administrative support for inspections, reserve studies, audits, warranties, and vendor transitions. It also assigns tasks to internal parties, prepares status reports for Leadership Team review, produces standardized transition materials, and helps improve transition processes and workflows.

Requirements

Associate or bachelor's degree in business administration, Property Management, Real Estate, Public Administration, or a related field preferred.
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.
Ability to sit for extended periods while performing administrative duties.
Ability to attend onsite transition meetings, inspections, and board meetings as needed.
Ability to occasionally lift and transport files or office materials weighing up to 25 pounds.

Nice To Haves

Experience with association management software Caliber.
Experience working 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 between 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 all internal parties involved in the transition process.
Track and manage task deadlines assigned to internal parties.
Produce routine summary reporting of transition status for Leadership Team review.
Produce standardized collateral material for use in transition processes, such as welcome letters.
Perform additional duties or job functions as necessary.