TRANSITIONS COORDINATOR

The Management Trust

Position Title: Transitions Coordinator

Location: Irvine, CA

Reporting To: Transitions Manager

Status: Non-Exempt, Full-Time

Salary: $23.00-$28.00/Hourly DOE

Company Profile

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

Employee Owner Position Purpose

As a Transitions Coordinator, you will take on a more proactive and hands-on role in managing the end-to-end transitions process for new and offboarding homeowners' associations. This position involves coordinating cross-functional efforts, streamlining the onboarding and offboarding process, and providing a higher level of client support. You will serve as a key point of contact for clients and ensure that all transition tasks are completed efficiently and accurately.

Job Duties And Responsibilities

• Oversee the full onboarding process, from initial client engagement through the completion of system and service setup.
• Manage department inbox acting as the main point of contact for clients during the transition period, answering questions, and addressing concerns.
• Ensure proper setup and configuration of HOA accounts, including billing items, assessment schedules, and governing documents.
• Coordinate closely with internal departments (e.g., Accounting, IT, and Property Management) to ensure all onboarding steps are completed on time.
• Provide training and guidance to new clients on system usage and service processes.
• Review and verify that all client information is properly documented and uploaded into the system.
• Develop onboarding timelines and communicate progress updates to clients and internal stakeholders.
• Identify and escalate potential roadblocks or issues that may delay onboarding and work to resolve them quickly.
• Maintain and update transitions documentation to reflect current processes and system changes.
• Provide input on improving the efficiency of the onboarding process and client experience.
• Coordinate and lead onboarding meetings with internal and external clients.
• Jump in to provide support to junior level positions at times of peak volumes to assist with any other team tasks and responsibilities.
• Other duties and special projects as assigned.
  
  

Qualifictions

• Bachelor’s Degree or equivalent work experience.
• 2 years of experience in client onboarding, account management, or customer service in a similar environment.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and handle multiple onboarding projects simultaneously.
• Knowledge of HOA management processes and systems preferred.
• Proficient in using client management software, CRMs, and Microsoft Office Suite.
  
  

Essential Functions

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite meetings
  
  

SUPERVISES OTHERS? IF SO, LIST:

• None
  
  

Schedule & Travel

• Monday-Friday from approx. 8:00 am-5:00 pm
• This position may require occasional long hours to meet business needs, including being available for emergency needs
  
  

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.