Transition Manager

Job Title: Transition Manager

Department: Operations / Transitions

Reports To: Director of Operations

Classification: Full-Time

Position Summary

The Transition Manager is responsible for managing the successful onboarding and offboarding of community associations, ensuring that each transition is organized, timely, compliant, and properly communicated across all departments.

This position serves as the primary operational coordinator between Property Management, Accounting, IT, HR, Operations, and the community association throughout the transition process.

The Transition Manager also owns assigned CRASH/offboarding activities, maintains transition-related SOPs and forms, trains Transitions Coordinators and new team members, and provides support to the Director of Operations when needed.

Key Responsibilities

1. New Association Onboarding

• Manage the complete onboarding process for newly acquired associations from contract execution through operational handoff.
• Develop and maintain transition timelines, checklists, and accountability trackers.
• Coordinate with Property Management, Accounting, IT, HR, Banking, Insurance, Legal, and other departments.
• Ensure all required association records and documentation are requested, received, organized, and properly stored.
• Coordinate system setup within CINC, HomeWise, SharePoint, Monday.com, and other required platforms.
• Confirm banking, financial, vendor, homeowner, insurance, contract, and governing-document information is received.
• Track outstanding transition items and escalate delays.
• Coordinate introductory meetings and transition calls with Boards and internal teams.
• Ensure assigned CAMs and Regional Directors have the information necessary to assume responsibility for the community.
• Conduct a final transition review before moving the association into normal operations.

2. Offboarding / CRASH Responsibilities

• Own the CRASH/offboarding process for assigned portfolio companies.
• Coordinate association terminations from receipt of notice through final transfer of records.
• Establish offboarding timelines and assign responsibilities.
• Coordinate with CAMs, Regional Directors, Accounting, IT, Legal, and other departments.
• Ensure records are transferred accurately and within required contractual and statutory timeframes.
• Track final financial reporting, bank transitions, owner records, vendor information, contracts, and association documents.
• Ensure system access and association information are appropriately closed or transferred.
• Maintain complete documentation of the offboarding process.
• Escalate missing records, unresolved financial matters, or potential compliance issues immediately.
• Maintain the CRASH tracker and provide status reporting to leadership.

3. Compliance & Records

• Maintain knowledge of applicable Florida community association requirements, including Florida Statutes Chapters 718, 719, and 720.
• Understand and monitor applicable DBPR requirements, including $4-per-door fee compliance.
• Ensure transition records are complete, organized, and maintained according to company standards.
• Assist with records requests and documentation requirements associated with incoming and outgoing communities.
• Identify compliance risks and escalate them to appropriate leadership.

4. Forms, SOPs & Training

• Maintain all department transition and offboarding forms, checklists, templates, and SOPs.
• Regularly review processes and recommend improvements.
• Ensure procedures remain consistent across portfolio companies.
• Train newly hired Transition Managers and Transitions Coordinators.
• Provide transition-process training to CAMs, Regional Directors, and other departments as necessary.
• Create training materials and reference guides.
• Ensure team members understand documentation, escalation, and communication expectations.

5. Team Leadership

• Supervise assigned Transitions Coordinators.
• Establish priorities and monitor workload and deadlines.
• Conduct regular team meetings and individual check-ins.
• Review transition files for completeness and accuracy.
• Provide coaching, training, and performance feedback.
• Serve as backup support to the Director of Operations during PTO or extended absences.
• Assist leadership with special projects and operational initiatives.

6. Communication & Cross-Department Coordination

• Serve as a central point of contact for transition-related issues.
• Maintain regular communication with Boards, CAMs, Regional Directors, Vice Presidents, Accounting, IT, HR, and other departments.
• Clearly communicate deadlines, outstanding items, and areas requiring escalation.
• Facilitate transition meetings and document action items.
• Provide leadership with regular reporting on onboarding, CRASH/offboarding, risks, and outstanding deliverables.

Systems & Technology

The Transition Manager must be proficient in or capable of becoming highly proficient in:

• CINC
• HomeWise
• SharePoint
• Monday.com
• Microsoft Office, including Excel, Word, Outlook, and Teams
• Other company systems and reporting platforms as required

Qualifications

• High School Diploma required
• Bachelor's degree in Business Administration, Project Management, Real Estate, Finance, or a related field preferred.
• Prior community association management, property management, operations, transitions, or related experience.
• Strong understanding of community association operations and financial processes.
• Experience managing multiple projects and deadlines simultaneously.
• Strong organizational and documentation skills.
• Excellent written and verbal communication.
• Ability to work across multiple departments and levels of leadership.
• Strong problem-solving skills with the ability to identify and escalate risk.
• Ability to manage confidential and sensitive information appropriately.
• Active Florida LCAM preferred
• Working knowledge of Florida Statutes 718, 719, and 720 preferred.
• Understanding of DBPR requirements and community association compliance preferred.
• Valid and active Florida driver's license required.
• Other duties as assigned

Key Performance Expectations

Success in this role should be measured by:

• On-time completion of onboarding and offboarding/CRASH requirements.
• Accuracy and completeness of association records.
• Timely escalation of missing or delinquent transition items.
• Compliance with statutory, contractual, and company deadlines.
• Accuracy of transition trackers.
• Successful coordination across departments.
• Quality and consistency of SOPs and training.
• Performance and development of assigned Transitions Coordinators.
• Smooth operational handoff of incoming communities and organized exit of terminated communities.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to use standard office equipment, including computers, printers, and telephones.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to travel regularly to company offices, association properties, developer meetings, and Board meetings as required.
• Ability to work occasional evenings to attend Board meetings or transition-related events.
• Ability to perform repetitive hand and wrist movements associated with computer use.