Assistant Transitions Manager

Job Summary:
The Assistant Transitions Manager will work closely with the Transitions Manager to facilitate smooth and efficient transitions of incoming and outgoing client properties. This role ensures that all critical information, documentation, staff, vendor relationships, and operational processes are accurately and seamlessly transferred. Acting as a key liaison, the Assistant Transitions Manager coordinates between outgoing management companies, property boards, residents, internal teams, and third-party vendors throughout the transition process.

Key Responsibilities:

Documentation & Compliance:

• Ensure timely collection and tracking of all files outlined in the Transition Letter to the Prior Agent, including governing documents, financial records, vendor contracts, insurance policies, and employee files.
• Review, organize, and maintain incoming and outgoing management, accounting, and transfer files.
• Draft and manage letters, emails, and other communications related to the transition process.
• Coordinate and distribute required documents internally to relevant departments.
• Process, digitize, and organize physical transition files for proper recordkeeping.

Additional Responsibilities:

• Prepare and distribute building-wide communications via mail and/or email.
• Serve as the board liaison in the absence of the Transition Manager.
• Follow up with prior management teams to ensure accurate and timely collection of files.
• Support ad hoc projects and other transition-related tasks as needed.

Qualifications:

• Bachelor's degree in a business-related field preferred.
• Minimum of 1 year of experience in the Real Estate Management industry.
• Self-motivated and able to work independently while collaborating effectively with a team.
• Proficiency with MS Office Suite, especially Outlook, Excel, and Word.
• Familiarity with cloud-based drives and collaboration tools (Box, SharePoint, Dropbox, Google Docs, etc.).
• Ability to thrive in a fast-paced, deadline-driven environment.
• Strong organizational and multitasking abilities.
• Strong communication skills, with excellent grammar and attention to detail.