Transitions Administrator

HOAMCO; Prescott (AZ); On-site; USD 42,000 - 64,000; Full time

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.

Skills

Organizational skills

Time management

Prioritization

Verbal communication

Written communication

Microsoft 365

SharePoint

Caliber proficiency

Reporting and record-keeping

Data entry

Professionalism in executive/resident‑

Education

Associate or bachelor’s degree in business administration/Property Management/Real Estate/Public Administration or related field

Tools

Microsoft 365

SharePoint

Caliber (association management software)

Job description

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.