Operations System Coordinator

Job Description

The Operations Systems Coordinator is responsible for supporting the property management software platforms utilized by Landmark Properties, including the Entrata suite and other integrated and third-party applications that impact daily operations. This role oversees the onboarding, configuration, and ongoing management of the organization’s AI platform and related integrations, ensuring seamless alignment with core property management systems. The Operations System Coordinator partners closely with corporate and site level teams, as well as external vendors, to optimize workflows and support efficient, consistent operations.

Reports to: Director of Operations Systems

Direct Reports: None

Travel: 10%

Duties/Responsibilities: The duties listed below are an outline of the role’s responsibilities and should not be considered an all-inclusive list.  As the needs of the organization change, these duties may be modified as needed.

• Coordinate and support relationships with external systems and third‑party application vendors to maintain system functionality and enhancements.
• Provide day‑to‑day end‑user support for AI, property management, and third‑party systems, including troubleshooting issues and promoting best practices.
• Oversee and manage the system ticketing process, ensuring support requests are tracked, prioritized, and resolved in a timely manner.
• Deliver and coordinate training resources for internal users, including one‑on‑one support and ongoing coaching to support adoption and effective system use.
• Develop, maintain, and update system documentation, policies, procedures, and training materials related to system processes.
• Create, maintain, and routinely audit reports, dashboards, and system data (standard, ad hoc, and custom) to support business needs and ensure data accuracy.
• Assist with data integrity by creating, modifying, documenting, and reviewing system workflows, fields, and task configurations to ensure compliance with company standards.
• Support system security administration, including user roles, profiles, permissions, and access settings.
• Research and test new system features, tools, and enhancements, and share improvement opportunities with leadership.
• Track recurring user issues and common errors to identify training gaps and process improvement opportunities.
• Assist with due diligence efforts, special projects, and process improvement initiatives related to AI and property management systems.

Education & Experience

• High school diploma required, bachelor’s degree strongly preferred.
• 2+ years of experience working in software support, system administration, or experience working in residential or commercial property management required.

Preferred Knowledge, Skills, & Abilities

• Strong technical and analytical problem‑solving skills, with the ability to troubleshoot issues and research effective solutions.
• Clear and effective written, verbal, and interpersonal communication skills, with the ability to support users with varying levels of technical knowledge.
• Ability to quickly learn new systems and processes and adapt to changing business needs.
• Strong organizational, time‑management, and coordination skills, with the ability to manage multiple tasks and priorities in a fast‑paced environment.
• Ability to work independently while collaborating effectively with team members to meet deadlines and shared goals.
• Detail‑oriented, proactive, and professional work style with a focus on accuracy and quality.
• Intermediate to advanced proficiency in Microsoft Office Suite.

Work Environment

• The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• The employee may infrequently drive a vehicle (intrastate and interstate travel) or be subject to air travel for purposes of Company business.

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Landmark Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.