Transtions Operations Manager in St. Petersburg, Florida at Esplanade Equity LLC
NewJob Function: Executive/Management
Esplanade Equity LLC
St. Petersburg, Florida, 33716, United States
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Job Description
JOB DESCRIPTION
Transitions / Operations Manager
Department | Transitions | Reports To | Director of Operations |
FLSA Status | Exempt | Salary Range | TBD |
Document Date | September 28th, 2026 | Job Title | Transitions / Operations Manager |
The Transitions / Operations Manager leads the full-cycle onboarding of new communities into Condominium Associates and holds portfolio-wide oversight of offboarding (CRASH) operations across all portfolio companies. This role is the primary point of contact throughout each transition, ensuring operational, financial, administrative, and compliance requirements are completed accurately and on schedule.
The role also supports meeting notice compliance, helping Community Association Managers issue timely, accurate notices for Board, annual, budget, special assessment, and election meetings in accordance with Chapters 718, 719, and 720, Florida Statutes, and each association's governing documents. As the Director of Operations' designated second-in-command, the Transitions / Operations Manager assists with department-wide operational initiatives and provides full coverage when the Director is out of office or unavailable.
The role works closely with Community Association Managers, Accounting, HR, IT, Association Services, Boards of Directors, developers, and vendors; maintains department forms, SOPs, and training materials; supervises the Condominium Associates Transitions Coordinator; and provides dotted-line oversight of portfolio Transitions Coordinators for offboarding. The Manager serves as the on-site point of contact for the physical tasks the remote Coordinator role cannot perform.
Core ResponsibilitiesOnboarding
- Manage full-cycle onboarding of new communities from contract execution through operational handoff, serving as primary point of contact for Boards, developers, prior management, and homeowners.
- Notify prior management in writing of the statutory deadline to turn over official records, and track delivery against that deadline.
- Request, track, and collect governing documents, financial records, contracts, warranties, and historical records from prior management, attorneys, and insurance providers.
- For condominiums, collect milestone inspection reports, Structural Integrity Reserve Study (SIRS) reports, and related compliance records, as applicable.
- Coordinate with Accounting on bank account setup, bank letters, startup fund confirmation, and financial reporting.
- Review and approve the Welcome Letter drafted by the Transitions Coordinator, and coordinate mailing/communication to homeowners.
- Sign the association's W-9, once prepared by the Transitions Coordinator, as an authorized signer per company policy.
- Coordinate credit card requests, gate/fob access transfers, and ARC module or system setup with IT, including software and system setup for the incoming community.
- Correspond with insurance agents and association attorneys to update policies, obtain certificates of insurance naming the management company, and request collections and NOLA information.
- Update the Sunbiz registered agent and annual report information, as applicable.
- For condominiums, confirm DBPR $4/unit annual fee compliance; update pool permits and elevator certificates.
- Confirm the association website or app is set up and current where required by statute, and that the condominium Question & Answer sheet is on file.
- Lead weekly transition meetings and Transitions Calls; facilitate Finance Overview and Launch Close-Out meetings.
- Oversee collections policy compliance and activation within CINC.
- Attend Meet & Greet events, assisting homeowners with portal registration, ACH setup, and general onboarding questions.
- Receive and inventory physical record boxes and USB drives from prior management; scan physical documents and upload digitized files to SharePoint for the Transitions Coordinator's remote review, intake, and system entry.
Offboarding / CRASH (All Portfolio Companies)
- Oversee CRASH (offboarding) operations for departing associations across all portfolio companies, with each portfolio's Transitions Coordinator responsible for executing offboarding tasks.
- Verify the signed CRASH authorization has been received, and confirms the termination notice, effective date, and final billing terms under the management agreement, before the Transitions Coordinator initiates any offboarding tasks.
- Oversee coordination with Accounting, HR, IT, and Association Services on record releases, final reports, website/app access, and system access removal.
- Monitor timely delivery of pre- and post-transition reports and official records to incoming management within statutory deadlines.
- Oversee physical records collection, including record boxes, storage company requests, and box storage logistics with VRC.
- Confirm physical records are picked up by new management, and the signed release form is collected.
- Review the final transfer of funds, association records, and remaining documentation, and confirm proper archiving of completed transitions.
Meeting Notice Compliance
- Support Operations in preparing, reviewing, and issuing notices for Board, annual, budget, special assessment, and election meetings in compliance with Chapters 718, 719, and 720, Florida Statutes, and each association's governing documents.
- Maintain a portfolio meeting notice compliance calendar tracking statutory deadlines, including:
- 14-day mailed/delivered and posted notice for annual, budget, and special assessment meetings, as applicable;
- first and second notice timelines for condominium (Chapter 718) elections; and
- HOA (Chapter 720) election procedures under each association's bylaws, or statutory procedures where the association has opted in.
- Review notices and agendas before release to confirm required content, including date, time, location, specific agenda items, and the nature, purpose, and estimated cost of any special assessment; confirm the proposed budget accompanies budget meeting notices where required.
- For meetings held by video conference, confirm notices include the required meeting link, call-in information, and physical location, and recordings are retained as required.
- Coordinate mailing, hand delivery, and electronic delivery of notices with Association Services, confirming owner consent records for electronic notice are current.
- Confirm notices are posted to the association website or app where required.
- Collect, verify, and file affidavits of mailing and posting and other proof of notice in SharePoint and the association's official records.
- Audit meeting notice setup for newly onboarded communities, capturing meeting schedules, posting locations, electronic notice consents, website/app requirements, and upcoming deadlines during the transition.
- Identify and escalate notice deficiencies or missed deadlines to the Community Association Manager and Director of Operations and recommend corrective action such as rescheduling or renoticing.
Operations Support & Director of Operations Coverage
- Serve as the designated backup to the Director of Operations during PTO, travel, or extended absences, managing day-to-day department operations and decisions within delegated authority.
- Delegated authority during coverage includes: routine department decisions, transition and CRASH task approvals once a signed authorization is on file, and client and Board communications on transition matters. Spending approvals, staffing and HR decisions, contract terms, and client-retention escalations remain with the Director of Operations or the President of Property Management unless delegated in writing.
- Act as the primary escalation point for department staff and portfolio Transitions Coordinators when the Director of Operations is unavailable.
- Assist the Director of Operations with cross-portfolio initiatives, process improvements, and special projects across Condominium Associates, Precedent Hospitality, Moore Property Management Services, Gateway Management, and Ledgerly.
- Help prepare operational reports, department metrics, and status updates for the Director of Operations.
- Support the Director of Operations in monitoring department workload, deadlines, and compliance calendars to keep priorities on track.
Forms, SOPs & Training
- Create and maintain forms, SOPs, and transition templates for department-wide use.
- Train new hires and coordinators on transition processes and workflows.
- Provide ongoing support and workflow guidance to Transitions Coordinators.
Team Leadership
- Supervise and review the work of the Condominium Associates Transitions Coordinator.
- Provide dotted-line oversight of portfolio Transitions Coordinators on CRASH/offboarding tasks.
- Serve as the on-site point of contact for the Transitions Coordinator, handling physical tasks (records boxes, USB drives, scanning, gate/fob access, in-person signatures) that complement the Coordinator's remote work.
- Serve as an escalation point for transition-related questions from internal departments.
- Other duties as assigned.
- High School Diploma required; Bachelor's degree in Business Administration, Real Estate, Project Management, Finance, or a related field preferred.
- Active Florida LCAM (Licensed Community Association Manager) required.
- 3+ years of HOA/COA management or transition experience required, including at least 1 year in a supervisory, lead, or project-lead role.
- Knowledge of HOA and condominium governing documents, Board governance, and Chapters 718, 719, and 720, Florida Statutes.
- Working knowledge of Florida meeting, notice, budget adoption, election, official records, and website requirements, with the ability to apply statutory deadlines accurately across multiple associations.
- Demonstrated ability to exercise sound judgment, make decisions within delegated authority, and lead the department in the Director of Operations' absence.
- Proficiency in CINC, HomeWise, SharePoint, Monday.com, and Microsoft Office (Excel, Word, Outlook, Teams).
- Strong project management, organizational, and time management skills.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to manage multiple transitions simultaneously while meeting deadlines.
- Strong analytical, problem-solving, and decision-making skills.
- High attention to detail and commitment to delivering exceptional customer service.
- Transition & Onboarding Management
- Offboarding / CRASH Oversight
- Meeting Notice Compliance
- Florida HOA & Condominium Regulations
- Project Management
- Team Leadership & Workflow Guidance
- Cross-Functional Coordination
- SOP & Training Development
- Operational Support
- Compliance Calendar Management
- CINC & Property Management Systems
- SharePoint & Microsoft Office
- Organization & Time Management
- Communication & Customer Service
- Problem Solving & Decision Making
- Ability to sit for extended periods while working at a computer.
- Ability to use standard office equipment, including computers, printers, scanners, and telephones.
- Ability to lift and carry up to 35 pounds, including physical association record boxes; team lifts or equipment may be used for heavier items.
- Ability to travel regularly to company offices, association properties, and meetings as required.
- Valid driver's license, reliable transportation, and proof of auto insurance required.
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Job Location
St. Petersburg, Florida, 33716, United States
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