Transitions Coordinator Full Time

Our Story

Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.

Why Work for Us:

We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like-minded people. Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.

Responsibilities

Mobilisation & Demobilisation Administration

• Set up new box files and folder structures for all mobilisations and demobilisations.
• Create and maintain mobilisation action spreadsheets for all transitions in and out.
• Archive and transfer completed mobilisation documentation.
• Update the Master Tracker with new mobilisations and completed transitions.
• Notify Websters of all new mobilisations for portal setup.

Coordination & Communication

• Schedule mobilisation and handover meetings with all required stakeholders.
• Issue Introduction letters and coordinate contact exchanges with managing agents.
• Issue tenant welcome packs and ensure all pack components are complete and accurate.
• Perform regular reviews and chasers for open legacy transitions.

Data Gathering & Document Control

• Download and save all documents from previous managing agent databases into internal folder structures.
• Ensure all Letters of Authority (LOAs) are correctly obtained, saved, and distributed.
• Obtain and store EPC data for all relevant properties.
• Generate copies of recent rent, service charge, and licence fee demands for new agents.

Compliance & Regulatory Support

• Complete RICS client bank letters and manage the signing and issuing process with supporting documentation. [
• Complete LOLER letters and coordinate distribution via the surveyor.
• Send PMA/DOC documents to Compliance and ensure correct filing.

Systems & Database Management

• Obtain Salesforce numbers from site teams and update Yardi records accordingly.
• Update Yardi client/property/suspense records to reflect “Exit in Progress.”
• Deactivate Yardi client/property/suspense records once handover is complete.
• Support the Ratings team with Yardi setup for new clients and properties.

Process & Quality Management

• Maintain accurate transition checklists for all mobilisation and demobilisation activity.
• Ensure all documentation, trackers, and systems reflect real‑time status to support smooth onboarding/off-boarding.

Qualifications

• Strong organisational and coordination abilities, with experience supporting workflows or projects involving multiple stakeholders.
• Good attention to detail and accuracy when managing documents, data, and structured processes.
• Some understanding of commercial property and basic property law to support transition-related documentation and compliance.
• Confident communicator able to liaise effectively with internal teams, clients, and external managing agents.
• Proactive, adaptable, and able to work independently in a fast‑paced, high‑volume environment.
• Experience in an administrative, coordination, or operational support role (property industry experience desirable but not essential).
• Experience supporting transitions, onboarding/offboarding processes, or similar structured workflows is beneficial.

Equal Opportunities

At Avison Young, we’ve always put people at the heart of what we do.

In the last few years, we’ve increased the diversity at our board, leadership and Principal levels. Avison Young stands out for our commitment to empowering women. In addition to increasing the number of women on our board and in our leadership ranks, our internal Women’s Network of more than 500 members come together for networking and learning, and advise the business on strategies for promoting access, opportunity and inclusion in our industry.

Our global DEI steering committee shapes our strategy to continue to increase industry access for underrepresented groups and accelerating initiatives led by our employee resource groups, including our Women’s Network, Black Professionals and LGBTQ+ groups. In addition to leading global initiatives, the steering committee’s work examines our policies and practices, creating accountability for results and communicating progress to our executive leadership, our clients and our communities.

Our culture is underpinned by our approach to diversity, inclusion, and well-being. We are committed to building an inclusive culture that:

• empowers all our employees to thrive,
• reflects all backgrounds and talents,
• allows individuals to be successful and feel a sense of belonging,
• and foster a workplace that is supported, inclusive and has a strong sense of community between colleagues.

Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably. This includes implementing deliberate strategies that advance underrepresented communities in commercial real estate careers.

As a Disability Confident Employer, we are committed to removing any obstacles to inclusion. If you need any adjustments to support your application or any part of the recruitment process, such as information in alternative formats or special requirements to access our buildings, or you are eligible under the Disability Confident Scheme please contact us at careers.uk@avisonyoung.com and we will do everything we can to help.

We are committed to inclusion in our hiring processes, and we want to give everyone a chance to show what they can bring to our organisation. If you are not sure that you have all the skills in the person specification, please still apply. We value passion and potential in our employees, so it would be great to hear from you and why you would suit this position.

Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.