TRANSITION PROJECT MANAGER

Description

Summary

The Transition Project Manager will be responsible for the onboarding of newly acquired communities and other client transitions for the HOALiving companies (including, but not limited to, FCS Community Management, CAM, HOALiving Minnesota, HOALiving Arkansas and A Association Accounting). The Transition Project manager works with board members, developer partners, and other clients to acquire all needed documents and information for a successful transition into HOALiving. The Transition Project Manager facilitates, advises, educates, and assists Board of Directors and Homeowners - including daily management and operations of Association business - during the transition period. 

Duties

Community Onboarding & Transition Management:

• Prepare and oversee onboarding checklists for new and transitioning communities, coordinating with all departments to ensure timely completion
• Serve as the main point of contact during the transition, providing introductory communication to the Board and key stakeholders
• Coordinate the transfer and organization of community records, including contracts, Reserve Studies, insurance policies, maintenance agreements, vendor lists, etc.
• Ensure compliance with governing documents, verifying insurance, recorded documents, and ongoing projects or special assessments
• Set up community data in internal systems, including homeowner portals, compliance tracking, collections, and vendor management
• Work with internal partners to establish or update accounts
• Interface with board member and homeowner requests and questions during the transition period
• Assign community management teams, provide transition reports, and support managers with community-specific onboarding needs
• Ensure all team members and department tasks are staying on track to ensure consistent client experience

Qualifications

Requirements

WORK EXPERIENCE:

• Bachelor’s degree in business, Marketing, Finance or related field
  • Related experience of 4 years in an administrative or client-facing position may be considered in place of education
• Must demonstrate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Must have exceptional verbal and written communication skills
• Excellent organizational skills
• HOA experience preferred
• Understanding of Smartsheets and/or Vantaca software is a plus

KNOWLEDGE, SKILLS, AND ABILITIES:

Success as a Transition Project Manager takes strong business and project management skills, creativity, and ingenuity in developing successful strategies plus demonstrated leadership and interpersonal skills.

Corporate Skills:

• Excellent interpersonal skills
• Analytical and problem-solving skills
• Effective verbal and listening communication skills
• Attention to detail and high level of accuracy
• Effective organizational and time management skills
• Computer skills including the ability to operate spreadsheets, word processing programs, email at a high proficiency level and type a minimum of 50 wpm

Specific Skills:

• Relationship Management - the Transition Project Manager needs excellent relationship development and management skills to build both internal and external relationships
• Operations Enhancement - because they frequently play a role in improving operations, the Transition Project Manager should also be able to enhance efficiency and collaboration between business lines
• Team Coordination - to build and lead effective cross-functional teams
• Communication Skills - written and verbal communication are both vital to interacting effectively with board members and developer partners

Personal Attributes:

The candidate must also demonstrate the following personal attributes:

• Be honest and trustworthy
• Be respectful
• Be flexible
• Demonstrate sound work ethics
• Pleasant demeanor
• Good sense of humor

WORKING CONDITIONS:

Physical Demands

The Transition Project Manager may spend long hours sitting and using office equipment and computers. This position also requires some lifting of supplies and materials from time to time.

Environmental Conditions:

This position is in a busy, open area office. The candidate will be faced with interruptions and must meet with others on a regular basis.

Mental Demands:

There are a number of deadlines associated with this position, which may cause stress. The candidate must deal with a wide variety of people on various issues. This position will require the incumbent to work 45-50 hours per week.