HOA Transition Lead & Documentation Coordinator

HOAMCO

Prescott (AZ)

On-site

USD 42,000 - 64,000

Full time

6 days ago

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Benefits offered by this job

Medical, dental, and vision insurance

Wellness program

Flexible Spending Accounts

Company-matching 401k contributions

Paid time off (vacation, holidays, etc

Paid parental leave

Training and educational assistance

Employee Assistance Program

Calm Health program

Disability and life insurance (option)

Pet insurance (option)

Job summary

HOAMCO is seeking a detail-oriented Transition Coordinator to oversee HOA transition activities, manage documentation, and coordinate between developers, boards, homeowners, and vendors. The role emphasizes strict adherence to timelines and regulatory requirements.

Responsibilities include organizing records, ensuring compliance, supporting due diligence, and producing status reports. This position offers the opportunity to improve transition workflows, with collaboration across leadership and

Qualifications

Strong organizational and time-management skills.
Ability to prioritize multiple tasks while managing interruptions.
Strong verbal and written communication skills.
Proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint).
Experience with association management software Caliber preferred.
Ability to prepare reports, track milestones, and maintain accurate records.
Strong data entry and document management skills.
Proficiency with Microsoft Word, Excel, Outlook, and other standard office apps.
Maintain professionalism in an executive and resident-focused environment.
High attention to detail and accuracy.
Experience in HOA/community/property management or customer service preferred.
Experience supporting leadership teams, Board members, or executives preferred.

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 local/state requirements.
Support due diligence reviews by gathering and validating required documentation.
Identify potential transition risks, issues, or gaps and elevate concerns.
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 transition process.
Track and manage task deadlines as assigned to internal parties.
Produce routine transition status reports for Leadership Team review.
Produce standardized collateral for transition processes (e.g., welcome letters).
Additional duties may be required.