Hybrid Program Operations Specialist — Business Transformation

FirstService Residential; Chicago (IL); Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical plans

Dental and vision insurance

Paid time off and holidays

401(k) with company match

Job summary

FirstService Residential is hiring a Program Operations Specialist within the Business Transformation team to keep programs, planning ecosystems, and processes running so leaders can focus on risk management and decision making. You will support calendaring, project plan updates, transcripts, AI-based reporting, and cross-functional meetings.

This hybrid role may report to our corporate office in downtown Chicago, Hoffman Estates, IL, or Dania Beach, FL, with monthly travel to US/Canada offices

Qualifications

• Bachelor’s degree in business administration, operations management, or a related field.
• Minimum of 2 years’ experience in executive administration, project management, operations, or coordinator roles.
• Experience with process mapping tools, workflow automation, and project management methodologies required.
• Experience with Smartsheet or similar project management tools strongly preferred.
• Works effectively with coworkers, clients, customers, and others by sharing ideas in a constructive and positive manner; addresses problems and issues constructively to find mutually acceptable and practical business solutions.
• Must possess a high energy attitude and an ability to multi-task/prioritize different projects at any given time.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information with discretion.

Responsibilities

• Schedule and coordinate workstream sessions, steering committees, and counterpart meetings across multiple time zones.
• Prepare agendas and pre-reads, confirm attendance, manage logistics, and distribute follow-ups and draft documents.
• Ensure every meeting is transcribed and transcripts land in the designated Teams folder with proper naming.
• Review transcripts and entries for decisions and risks; update Logs and route for confirmation.
• Maintain the master project plan in Smartsheet with status updates and date changes.
• Keep Confluence as the long-term document repository and Teams as the collaboration space.
• Support the weekly reporting cycle by assembling inputs and verifying them against the plan.
• Serve as the logistics point of contact across teams, coordinating onboarding and document exchange.
• Support UAT and training logistics as the program moves into build.

Skills

Calendar management

Project coordination

Communication

Multitasking

Microsoft Office

Education

Bachelor’s degree in business administration/operations management

Tools

Smartsheet

Confluence

Teams

SharePoint

SFTP

Co-Pilot

Claude

Job description

FirstService Residential is hiring a Program Operations Specialist within the Business Transformation team to keep programs, planning ecosystems, and processes running so leaders can focus on risk management and decision making. You will support calendaring, project plan updates, transcripts, AI-based reporting, and cross-functional meetings.

This hybrid role may report to our corporate office in downtown Chicago, Hoffman Estates, IL, or Dania Beach, FL, with monthly travel to US/Canada offices