Program Operations Specialist

Program Operations Specialist

As a Program Operations Specialist for the Business Transformation team, youll 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:

• Bachelors 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:

$65,000 - $75,000/hour