Transitions Administrator

Capital Consultants Management Corporation; Prescott (AZ); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Wellness program

401k with company matching

Paid time off (vacation, holidays, etc

Parental leave

Training and education assistance

Employee Assistance Program

Job summary

Capital Consultants Management Corporation is hiring a Transition Administrator to coordinate HOA transitions from developer control to homeowner governance and between management companies. You will organize critical records, coordinate stakeholder communications, manage timelines, and support boards, developers, homeowners, vendors, and management teams throughout the transition.

The role requires strong organizational skills, proficiency with Microsoft 365, and experience with association

Qualifications

• 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.
• Strong verbal and written communication skills.
• Proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, and SharePoint).
• Experience with association management software Caliber preferred.
• Ability to prepare reports, track project milestones, and maintain accurate records.
• Strong data entry and document management skills.

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 elevate 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 transition process
• Track and manage task deadlines as assigned to internal parties
• Produce routine summary reporting of transition status for Leadership Team review
• Produce standardized collateral material for use in transition processes i.e. welcome letters etc.
• Additional duties or job functions may be required as necessary.

Skills

Organizational skills

Time management

Communication skills

Microsoft 365

Caliber AMS

Education

Associate or Bachelor's degree in business/real estate

Tools

Microsoft Word

Excel

Outlook

SharePoint

Teams

Job description

Careers at Capital Consultants Management Corporation

Current job opportunities are posted here as they become available.

The Transition Administrator is responsible for coordinating and managing the administrative aspects of community association transitions from developer control to homeowner governance or between management companies. This role ensures a smooth and compliant transition by organizing critical records, coordinating stakeholder communications, maintaining project timelines, and supporting Boards of Directors, developers, homeowners, vendors, and management teams throughout the transition process.

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 elevate 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 transition process
• Track and manage task deadlines as assigned to internal parties
• Produce routine summary reporting of transition status for Leadership Team review
• Produce standardized collateral material for use in transition processes i.e. welcome letters etc.
• Additional duties or job functions may be required as necessary.

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.
• Strong verbal and written communication skills.
• Proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, and SharePoint).
• Experience with association management software Caliber preferred.
• 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.
• Experience working in a homeowner’s association (HOA), community management, property management, or customer service environment preferred.
• Experience supporting leadership teams, Board members, or executive-level professionals preferred.

PHYSICAL REQUIREMENTS

Physical requirements may vary, but typically include:

• 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 for up to 25 pounds.

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodation in performing the job duties as described in the job description, discuss with your manager.