Business Systems Manager

Job Scope

The Business Systems Manager plays a vital role in our organization by managing the research, testing, implementations, and trainings of various software applications. Additionally, the Business Systems Manager provides direction to on-site associates regarding various software applications, working collaboratively with the Business Systems Senior Manager and Director to assist in business systems training courses . The Business Systems Manager will keep leadership informed of potential impact to Operations policies and procedures and will be highly involved in the evolution of policies and processes as systems change.

The Business Systems Manager, as with all members of the Shea Apartments Team, is expected to conduct himself/herself in a manner, which demonstrates initiative, professionalism, personal awareness, integrity, and is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy.

Job Duties

· Lead initiatives to enhance current business systems and operation processes related to system usage, ensuring alignment and consistency with senior management policies throughout the portfolio.

· Identify impact of business systems and operation process changes to current policies and procedures; write and/or revise policies, procedures, and workflows accordingly.

· Collaborate with leadership teams to identify training needs for on-site associates and support onboarding of new hires, applying specialized knowledge in business systems.

· Assist in the development and delivery of business systems training sessions for on-site associates, utilizing specialized training techniques and tools.

· Create comprehensive reference materials such as user guides, manuals, quick reference guides, workflows, and visual aids, to support business system use and ensure consistency throughout the portfolio.

· Evaluate training needs for software/processes across regions, serving as a subject matter expert and exercising discretion in identifying areas for improvement.

· Direct training and provide guidance to on-site teams for all Yardi platforms and other software applications in coordination with Senior Manager and Director to ensure consistency and effectiveness across all regions.

· Collaborate with multiple departments, including, but not limited to Training, Accounting, Maintenance, IT, and Enterprise Application teams to identify and implement process improvements for optimization.

· Attend monthly Community/Service Manager meetings and provide updates on business systems, operational initiatives and performance insights.

· Attend legislative meetings held by local legal counsel or apartment associations. Analyze changes and impacts to business operations, providing detailed briefings with recommendations for policy and procedure changes.

· Oversee and manage qualifying statistics for the Club Shea program.

· Lead monthly Operations and Accounting meetings to review overall opportunities, discuss efficiencies and collaborate to improve and streamline accounting practices.

· Provide on-site support and training for system implementations and operational initiatives.

· Manage internal property audits, documenting findings and providing recommendations.

· Monitor system utilization and adherence to policies and procedures ensuring consistency across all regions.

· Execute on special assignments or projects under general supervision, demonstrating specialized knowledge and experience in business systems and onsite operations.

· Perform other duties as assigned. Actual job duties and responsibilities may vary depending on current needs of each region.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

· High School Diploma or equivalent. Some college level courses preferred.

· Minimum 3-years’ experience as Property Manager (400+ units) required. Experience as Senior Property Manager or General Manager preferred.

· Strong management skills required, including supervising, planning, organizing, and coordinating tasks.

· Facilitation/training experience in computer applications highly desirable.

· Effective oral and written communication skills; ability to give clear direction and respond to inquiries; must be able to speak effectively before groups of customers or associates of the organization, both in-person and virtually.

· Ability to work with computers and software applications; Specific knowledge of Property Management General Operations, Property Management Software (Yardi/RENTCafe’, Yieldstar, LMS) preferred.

· Understand accounting principles and budget process.

· Ability to analyze/interpret data and write reports.

· Ability to provide exceptional customer service and interface with all levels of end users throughout the organization.

· Ability to negotiate and resolve conflicts.

· Proficient with Microsoft Office products (Word/Excel/Outlook/PowerPoint/Teams) preferred

· Ability to work autonomously and effectively manage projects through planning, organizing and coordinating tasks

Desired Competencies

• Change Management

• Training delivery and design (In-Person & Virtual)

• Systems Management

• Performance Excellence

Work Environment

The Business Systems Manager works primarily in the Aliso Viejo Corporate Office and at times in different locations including on-site at an apartment community and interfaces with external/internal customers, residents, and vendors on a regular basis. The position work schedule varies. Office hours are typically Monday – Friday, 9 a.m. – 6 p.m., however, Saturday and/or Sunday work schedule may be required. The Business Systems Manager should be highly flexible and readily available. May be required to travel 1-2 times per quarter for business purposes.

Physical Requirements

While performing the duties of this job, the associate is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V