Transitions Coordinator in Birmingham

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 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.

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 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 can 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.

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, contact us at careers.uk@avisonyoung.com. Some 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.