Transition Administrator

$17 - $19 / hour

Position Summary

The Client Transition Coordinator will provide enhancements and support to the Business Development, Administration, and Management Departments. This position is primarily responsible for ensuring successful operational transition directly related to the process of "Launching" new business into FirstService Residential, Texas, terminated accounts, while ensuring the highest level of client services, quality assurance and best practice is provided to each client. This position will require using discretion and independent judgment in making decisions and representing FirstService Residential by working directly with our Clients on their business operations.

Position Responsibilities

• Plays a critical role on every account (takeover and new) launched into FirstService Residential.
• Responsible for ensuring a streamlined process for accounts that terminate with FirstService Residential in partnership with Accounting, Administration and the Manager.
• Ensure operational readiness of the community in partnership with the Accounting Team and the Management Team.
• Demonstrates strong, positive verbal and written communication skills so as to instill confidence in the Board of Directors.
• Manage Board of Directors and Community relations during onboarding. Acts as advisor to the board of directors during the launch period. Independent judgment and discretion is consistently used when advising board of directors, responding to homeowners and vendors.
• Responsible for the implementation and management of Connect as it relates to the setup of a new community.
• Drafts introduction letter, obtains board approval, and sends out to community prior to first day of management.
• Within thirty days of management, ensures that Connect is ready for roll out, has the registration letters created and mailed to the community.
• Responsible to conduct review of communities CC&Rs, Bylaws to note any unique or items that need to be addressed. (ex: documents that have not been filed or policies that have not been drafted and/or filed)
• Ensure all civil code and legal document requirements are met and association remains in compliance.
• Responsible for the preparation and delivery of Welcome Letters.
• Notify all vendors of new management, submittal of W-9 and insurance documentation requirements, and contact information for new manager.
• Notify all utility companies of change of address.
• Strive to identify and incorporate additional value added contributions for The Launch Team to streamline the client transition process
• Determine any elements that are unique to the new client that needs to be populated within Connect.
• Responsible for creating agenda and materials for each New Business meeting and conducting the meeting.
• Responsible for ongoing tracking of compliance requirements within Connect for all clients and notify department leader when compliance is not met.
• Responsible to analyze and track trends in noncompliance and work with department leader and RD's on rectifying through additional training and/or process discipline.
• Responsible for the web content for Connect website including preliminary notices for all new communities.

Partner with the accounting and management department lead on coordinating the receipt of new client documents; 1) placement within the office, 2) the review of material, 3) the potential discarding or digitizing of material, and the 4) re-boxing and storage of material.

Retain firsthand knowledge of active and pending new client transitions.

• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.
• Other duties as may be required