Hybrid Program Operations Specialist - Planning Coordination

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

Benefits offered by this job

Medical plans

Dental

Vision

Life insurance

Disability (short/long-term)

Identity theft protection

Pet insurance

Paid time off

Paid holidays

Tuition reimbursement

401(k) with company match

Job summary

FirstService Residential is seeking a Program Operations Specialist to support the Business Transformation team. The role focuses on maintaining programs, calendars, and planning ecosystems, including AI-based reporting and cross-functional coordination.

This hybrid position may report to the corporate office in downtown Chicago, Hoffman Estates, or Dania Beach, with monthly travel across US/Canada. Strong organizational and communication skills are essential.

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.
• Proficient in Microsoft Office Suite and able to manage confidential information with discretion.

Responsibilities

• Schedule and coordinate workstreams, steering committees, and cross-organizational meetings across time zones.
• Prepare agendas, confirm attendance, manage logistics, and distribute follow-ups and documents using Co-Pilot/Claude.
• Ensure transcripts and summaries are stored in the designated Teams folder with correct naming convention.
• Review transcripts for decisions/actions/risks; update Decisions Log and Risk Log; track actions to closure.
• Maintain master project plan in Smartsheet with status updates and reconciliations against pillar plans.

Skills

Executive administration

Project coordination

Process mapping

Multitasking

Communication

Microsoft Office

Education

Bachelor’s degree in business administration or related field

Tools

Smartsheet

Office Suite

Job description

FirstService Residential is seeking a Program Operations Specialist to support the Business Transformation team. The role focuses on maintaining programs, calendars, and planning ecosystems, including AI-based reporting and cross-functional coordination.

This hybrid position may report to the corporate office in downtown Chicago, Hoffman Estates, or Dania Beach, with monthly travel across US/Canada. Strong organizational and communication skills are essential.