Operations & Systems Specialist

Supports daily backend operations and field execution across core systems and processes to ensure operational consistency, data integrity, and compliance with company policies and procedures. This role plays a key part in supporting audits, workflows, and system optimization efforts, while serving as a resource to both field and internal teams.

Job Duties and Responsibilities (Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

Field Support & Service Delivery (40-45%)

• Provides daily support to field teams, managing and resolving inquiries through shared support channels with a focus on timely, practical solutions.
• Executes and supports operational workflows across the business transaction, leveraging field experience to ensure accuracy and practicality.

System Data and Workflow Management (30-35%)

• Monitors system data, rules, and workflows to identify discrepancies, risks, or inefficiencies; resolve or escalate as appropriate.
• Maintains reporting, tracking tools, and documentation to ensure visibility, consistency, and operational clarity.

Process Improvement & Systems Optimization (10-20%)

• Supports recurring and ad hoc audits, including reviewing key operational data points and tracking findings through resolution.
• Supports testing, implementation, and optimization of systems, tools, and operational processes, incorporating field perspective to improve usability and adoption.

Process Documentation & Training (10-20%)

• Assists in developing and maintaining process documentation, guides, and training resources to support standardized operations and adoption.
• Supports training and education operations, including scheduling, attendance tracking, and coordination of logistics for system rollouts and process updates.

Perform any additional responsibilities as requested or assigned. (0-5%)

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

• High School Diploma equivalency required; college degree preferred

Experience:

• Property management or related field experience strongly preferred
• Property management systems/software (AppFolio Property Manager preferred)

Knowledge and Skills:

• Proficiency in Microsoft Office (Excel, Teams, OneDrive, SharePoint); experience with Power BI a plus
• Ability to analyze data and identify trends, inconsistencies, and actionable insights
• Strong problem-solving skills with the ability to propose practical solutions
• Excellent communication skills, both written and verbal
• High attention to detail and accuracy
• Self-motivated with a hands-on, proactive approach
• Ability to adapt in a fast-paced, evolving environment
• Ability to work effectively in a collaborative, team-based environment
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

• Flexible hours may be required for special projects or deadlines.

Pulled from the full job description

• Health insurance
• 401(k) matching
• Paid time off
• Vision insurance
• Health savings account
• Dental insurance
• Flexible spending account, Wage: $29.33 - $39.42 hourly; actual wage is based upon education and experience.

Benefits: Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)