Program Operations Specialist

FirstService Residential; Florida; Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits

401(k) with company match

Paid time off and holidays

Tuition reimbursement

Job summary

FirstService Residential is seeking a Program Operations Specialist to support the Business Transformation team. The role covers calendaring, project plan updates, documentation of meetings, AI-based reporting, and cross‑functional meeting coordination across time zones.

The position is hybrid with potential office reports in Chicago or Florida and requires travel to corporate offices in the US and Canada. Candidates should bring PMI/PMO‑style experience and strong MS Office, Smartsheet, and

Qualifications

• Bachelor’s degree in business administration, operations management, or related field.
• 2+ years’ experience in executive administration, project management, operations, or coordinator roles.
• Experience with process mapping tools, workflow automation, and project management methodologies; Smartsheet or similar tools preferred.
• Ability to communicate effectively and multi-task across priorities in a team environment.

Responsibilities

• Schedule and coordinate workstream sessions, steering committees, and cross‑organizational meetings across multiple time zones.
• Prepare agendas, confirm attendance, manage logistics, and distribute follow‑ups and documents.
• Ensure transcripts and summaries are stored in the designated folders and updated in logs.
• Maintain the master project plan and ensure status updates and actions are tracked.
• Keep Confluence as the long‑term document repository and Teams for collaboration; manage glossary and lists.

Skills

Scheduling

Project management

Smartsheet

Confluence

MS Office

Multitasking

Confidentiality

Education

Bachelor's degree

Tools

Smartsheet

SharePoint

Job description

Description

Job Overview:

As a Program Operations Specialist for the Business Transformation team, you’ll be responsible for keeping the programs, day‑to‑day machinery, and planning ecosystem running so that business leaders can focus on managing risks and making decisions. This role supports calendaring, project plan updates, documentation of meeting transcripts and working files, developing AI agent‑based reporting, and coordinating cross‑functional meetings.

This hybrid position may report to our corporate office in either downtown Chicago, Illinois; Hoffman Estates, Illinois; or Dania Beach, Florida. This role requires monthly travel FirstService Residential corporate offices in the United States and Canada.

Your Responsibilities:

• Schedule and coordinate workstream sessions, steering committees, support the planning and documentation of configuration workshops, and counterpart meetings across four organizations and multiple time zones; hold broad calendar awareness across workstreams and coordinate availability.
• Prepare agendas and pre-reads, confirm attendance and counterparts, manage room and virtual logistics, and distribute follow‑ups and draft documents via Co‑Pilot and Claude.
• Ensure every working and decision‑making meeting is transcribed, and that raw transcripts and summaries land in the designated Teams folder using the agreed naming and folder structure.
• Review transcripts and summaries for decisions, actions and risks; draft entries for the Decisions Log and Risk Log and route them to the owning lead for confirmation; track open actions to closure.
• Maintain the master project plan in Smartsheet with the Program Manager: status updates from pillar leads, date changes, new rows from partner plans, and reconciliation against the pillar action plans; track overdue items and flag conflicts before they reach the weekly report.
• Keep Confluence current as the long‑term document repository (design objects, RACI, counterpart matrix, process documentation) and Teams as the collaboration space; maintain the program glossary and distribution lists.
• Support the weekly reporting cycle by assembling inputs and verifying them against the plan and logs.
• Serve as the logistics point of contact across multiple teams and partners, coordinate onboarding, access requests and document exchange (SharePoint/SFTP) for partner staff.
• Support UAT and training logistics as the program moves into build: tester rosters, session scheduling around business blackouts, script and issue‑log housekeeping.

Skills & 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.

What We Offer:

As a full‑time associate, you will be eligible for full comprehensive benefits including your choice of multiple medical plans, dental, vision, life insurance, short‑term and long‑term disability, legal, identity theft, and pet insurance. You will also be eligible for company‑paid life insurance and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, tuition reimbursement, and a 401(k) with company match.

Compensation:

$65000 - $ 75,000 / hour

Disclaimer Statement

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.