Operational Systems Specialist

Operations Systems Specialist

Reports To: Director of Operations & Capital Projects
Location: Corporate / Hybrid (with travel to properties as needed)

Position Summary

The Operations Software Specialist & Trainer is responsible for supporting, training, and optimizing the operational software platforms used across the organization while ensuring properties remain compliant with internal standards, regulatory requirements, and industry best practices.

This role serves as a subject matter expert and key liaison between Operations, onsite teams, and software vendors to ensure systems are effectively implemented, consistently used, and aligned with operational and compliance expectations across all properties.

Primary Responsibilities

Systems Support, Compliance & Administration

• Serve as the primary operational support for property management and operations software platforms.
• Support system configuration, updates, testing, and rollouts in coordination with Operations leadership.
• Monitor system usage to ensure properties are following required workflows, documentation, and compliance-related processes.
• Assist with operational and compliance audits by validating system data, reports, inspections, and required documentation.
• Troubleshoot system and compliance-related issues, escalating to vendors or leadership as needed, and follow through to resolution.

Training & Development

• Develop and deliver onboarding and ongoing training related to operational software systems and compliance requirements.
• Train onsite and corporate teams on proper system usage to support fair housing, safety, inspections, maintenance, and regulatory compliance.
• Create and maintain training materials, SOPs, job aids, and compliance-related documentation.
• Partner with Operations and HR to ensure training aligns with company policies, procedures, and compliance standards.

Process Improvement, Adoption & Risk Mitigation

• Identify opportunities to improve workflows, system utilization, and compliance tracking across properties.
• Support change management initiatives related to new platforms, enhancements, or compliance-driven process updates.
• Track training completion, system adoption, and compliance gaps to inform continuous improvement.
• Act as a subject matter expert for operational software, compliance workflows, and best practices.

Collaboration & Communication

• Collaborate with Operations, HR, Risk Management, and onsite leadership to support operational and compliance initiatives.
• Communicate system updates, compliance requirements, and best practices clearly and consistently to end users.
• Provide reporting and recommendations to leadership regarding system performance, training effectiveness, and compliance trends.

Qualifications

• 2–5 years of experience in operations, property management systems, training, or a related field.
• Strong working knowledge of property management and operations software platforms.
• Experience supporting compliance-related processes within property management environments.
• Experience delivering training to users with varying technical skill levels.
• Strong organizational, communication, and documentation skills.

Preferred / Plus Qualifications

• Expert-level experience with ResMan, HappyCo, and other widely used property management platforms.
• Hands-on experience training, supporting, and troubleshooting within ResMan and HappyCo environments.
• Familiarity with fair housing, safety, inspection, and property compliance requirements.
• Experience working with software vendors on implementations, audits, upgrades, or system enhancements.
• Property management industry experience strongly preferred.

Skills & Competencies

• Operations software training & enablement
• Compliance awareness and risk mitigation
• Systems implementation and support
• Process improvement mindset
• Strong written and verbal communication
• Attention to detail and follow-through

Physical & Work Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to travel to properties as needed.
• Ability to lift up to 25 pounds occasionally.