The Owner & Tenant Transition Specialist is responsible for managing the end-to-end onboarding experience for new property management clients once a sale is completed. This role ensures owners, properties, and tenants are accurately set up in Rentvine and supporting systems, while providing consistent communication and guidance during the critical first weeks of the relationship.

The position serves as the primary operational owner of onboarding execution, with a strong emphasis on accuracy, follow-through, and relationship building.

Core Responsibilities

Owner Onboarding

Manage the onboarding process immediately after a new client signs with the company
Send, track, and collect all required onboarding documentation, including Property Management Agreements (PMAs)
Set up owners and properties in Rentvine, ensuring accurate and complete data entry
Coordinate bank account setup and verification for owners
Serve as the primary point of contact for owners during the onboarding period
Provide structured touchpoints with owners over a three to four week onboarding window to guide them through the transition and establish trust

Tenant Onboarding & Property Takeovers

Manage tenant onboarding for new and existing tenant-occupied properties
Coordinate the intake and verification of tenant data and lease documentation
Ensure proper system setup for tenant records in Rentvine
Support tenant transitions during property takeovers, including identifying and escalating common issues associated with inherited tenants
Help minimize disruption to tenants while ensuring internal systems are fully aligned and accurate

Onboarding Coordination & Visibility

Maintain visibility into onboarding status for each owner, property, and tenant
Identify gaps, delays, or risks in the onboarding process and proactively communicate them
Coordinate handoffs with internal teams (leasing, accounting, maintenance) as needed to ensure readiness for new properties
Ensure onboarding tasks are completed consistently and in the correct sequence

Tools & Systems

Rentvine (primary system of record)
Supporting documentation, communication, and tracking tools currently in use
Project Management Software tools like Asana, ClickUp, Trello

Key Outcomes & Success Metrics

Owners, properties, and tenants are fully onboarded within defined timelines
Accurate, complete data exists in Rentvine at handoff to ongoing operations
Owners feel supported, informed, and confident during the onboarding process
Reduced onboarding errors, rework, and post-onboarding issues

Requirements

Ideal Profile

Highly organized and detail-oriented
Strong written and verbal communication skills (C1/C2 English proficiency)
Comfortable managing multiple onboarding timelines simultaneously
Experience with property management systems preferred
Confident working directly with property owners and tenants

Working/Technology Requirements

This is a remote role.
You must use your own computer and have reliable internet.
Training for all Technology will be completed by the Propertyse Team.
Communication will occur through Google Meet/Virtual platform, email, and portal messaging.
This is a contract role that does not include benefits or holiday pay
Contracts are completed through Deel and payments are made through Deel in your preferred currency.
Working hours will vary but are typically 9a-6p (with a break).

Our Moto:

We believe in clear communication and transparency.
We believe that we are only successful if you are so we are looking for people who are excited to help us grow and be a part of a positive and fun working environment.
There will be moments where SOPs (standard operating procedures) are not built out and we may have to work together to figure something out. We need people who can be flexible and do not always need to have all tasks documented.

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