Transitions Admin

Are you a driven go-getter who wants to work on a great team?  We do not require experience in our industry, but we do require that our employees really care.  In addition, if you like solving challenging problems, and are a determined self-starter then we want to meet you! Our culture is extremely important to us and we hire only exceptional, diligent talent who care about becoming experts and delivering quality results every day.

The Transitions Admin requires a high degree of attention to detail and large volume data entry. Database accuracy is the foundation for providing excellent customer service to our customers, and this role is an integral part of that effort. This position will be responsible for database entries, research of accounts, and supporting several teams. We provide the training necessary to be successful in this role.

Job Responsibilities

• Research accounts utilizing several programs to ensure database accuracy
• Process documents in preparation for on-boarding 
• Register new homeowners in system
• Compile records for processing
• Data-entry within industry specific software
• Scanning and assigning documents
• Reviewing and updating Property Tax status for all incoming associations
• Ensuring the Registered Agent status is updated for all incoming associations
• Capture pertinent association information in system software by the time owners are imported into the system with daily updates to electronic forms as new information becomes available.
• Contact the previous management company to obtain all pertinent data such as association documents, vendors and insurance carriers, financial reports and audit/tax-related documents, owner account activity, and funding.
• Ensure all operational tasks are completed within expected time frames. Hold internal customers (Operations staff) accountable to timely and accurate completion of tasks.  Follow up with responsible parties for all tasks not completed by deadlines.
• Escalate onboarding issues or risks to direct Manager, VP of Community Management, Regional Directors, Regional Managers and Community Managers.
• Handle all tasks related to accounts transitioning to other management companies as directed by the direct Manager, VP of Community Management, Regional Directors, Regional Managers and Community Managers.

What Skills Do We Require of our Transitions Admin?

• Place the highest priority on providing exceptional service to our internal and external customers. 
• Follow through on commitments and requests asked of you. Take ownership of your responsibilities. Openly communicate with responsible parties and direct manager about inability to meet a deadline or expectation. Don’t miss deadlines; let others know what’s going on and if you need additional time or resources.
• Acquire in-depth familiarity with all onboarding tasks across the company, including dependencies, contingencies, deadlines, and responsible parties. Be proactive about gaining clarity on changing responsibilities as roles, personnel, and departments evolve.
• Proactively identify internal knowledge gaps with the onboarding/off boarding process and address training issues with management and staff as needed.
• Collaborate with Transitions Team and across Bookkeeping Team to manage routine or urgent tasks as needed.
• Solve problems at the source; as opposed to taking an indirect management route.
• Constantly evaluate and adapt processes, approaches, and communication styles to ensure results are attained.
• Openly, regularly, and proactively communicate with direct manager about issues, challenges, successes, and upcoming business.
• Complete work tasks with consistent productivity.
• Embrace learning from all sources. Be open to feedback and coaching from anyone, including direct managers and peers, on areas of opportunities to improve.
• Share feedback with others, including management and peers, to help ensure their success.
• Set and attain goals related to personal growth and career development.
• Challenge the status quo by suggesting and implementing process improvements.
• Be open to and supportive of change in our fast-paced, growing environment.
• Support a positive work environment by treating others respectfully, communicating with decorum and courtesy, and fostering healthy interpersonal relationships throughout the company.
• Follow all expectations outlined in the Employee Handbook.
• Consistently focus on implementing the vision for the company and its goals on a daily basis.