The Onboarding Specialist is responsible for ensuring a smooth transition when a new association begins management services. Their tasks are front-loaded and focused on gathering, organizing, and setting up essential information for the Community Management Team for effective oversight. Onboarding responsibilities end once the setup tasks are completed, and the day-to-day management is fully transferred to the Property Manager (CAM) and Assistant Property Manager (ACAM).
Duties & Responsibilities:
- Data Collection: Gather association documents from the outgoing manager or board for onboarding.
- Vendor Coordination: Distribute vendor packets with billing updates, VIVE registration, and invoice procedures.
- Board Information: Compile board member contact details and provide regular transition updates.
- Community Welcome: Send welcome communications covering payments, contacts, and emergency procedures.
- Setup & Configuration: Initiate VIVE setup and notify the after-hours team. Set up utilities, insurance, and compliance registrations. Configure assessments, fees, and Condo Certs. Upload key documents to the system.
- File Management: Store all onboarding files in SharePoint under the appropriate folder.
- Billing Oversight (First 2 Months): Ensure accurate receipt and processing of vendor bills.
- Post-Transition: Coordinate reserve transfers and close-out tasks. Enter homeowner balances, review final financials, and arrange delivery of physical assets. Special Projects: Support additional projects as assigned.
Benefits: HMO and PTOs after 90 days.
Working conditions:
- Candidate must be able to work from 9 am to 5 pm EST.
- Comfortable working with Hubstaff.