Technical Project Specialist

Avari is a national property management and hospitality brand built around one core belief: exceptional local service backed by world-class systems. We manage over 6,400 vacation rental homes across premier vacation rental markets including the Florida Panhandle, Alabama Gulf Coast, Tahoe, Park City, and the Oregon Coast. Role Summary The Technical Project Specialist partners with the Director of IT to execute Avari’s technology transition from Vacasa/Casago. This role blends project coordination, data wrangling, and technical literacy (networking, telephony, Microsoft 365, ITIL fundamentals) to keep multiple transition workstreams moving on time. You will own the “project plumbing”—plans, data, follow-ups, and status—so the Director can focus on design, decision-making, and vendor strategy. The role acts as a bridge between Operations and IT: spending time with regional and local leaders to capture on-the-ground realities, while also coordinating with MSP partners on scope, logistics, and deployments. It translates operational needs into clear technical asks (and vice versa), especially around site assessments, office readiness, and guest-facing impacts. Primary Outcomes 1. A single, accurate view of office sites, phone numbers, data circuits, devices, and key systems. 1. A maintained, realistic transition plan across network, endpoints, M365/Entra, telephony, and knowledge-base workstreams. 1. Clear, concise status and risk visibility for leadership (no surprises). 1. Documented gaps and follow-up needs so the business has a usable MVP by 2/1 and a clear backlog for post-MVP improvements. Key Responsibilities 1. Data & Reporting • Consolidate data from multiple sources (Vacasa exports, MSP spreadsheets, ISP/telco lists, HR data) into clean Google Sheets / Excel files. • Normalize and maintain site codes, asset inventories, and other reference lists in master tracking sheets (by site code) so there is a single source of truth. • Support basic cost tracking (one-time vs ongoing) tied to licenses, devices, and services. 1. Coordination & Delivery • Maintain the integrated project plan (tasks, owners, dates, dependencies). • Schedule and coordinate meetings with internal teams, Vacasa/Casago, MSPs, and vendors. • Drive follow-ups: own the chasing of “we still need X” so tasks don’t stall. • Manage a simple RAID-lite log (Risks, Assumptions, Issues, Decisions). 1. Technical Support (Light, Not Engineering) • This role supports technical execution through coordination and documentation, not hands-on engineering or configuration. • Understand fundamentals of: • Network architecture (VLANs, standard segmentation, simplified designs). • Telephony basics (number porting steps, key dependencies, timelines). • Contact center concepts (queues, routing, reporting needs). • Update and maintain diagrams, call flows, and site-level technical views based on direction from the Director and/or MSP. 1. Communication & Documentation • Draft concise weekly status summaries and traffic-light updates for leadership. • Create simple process docs and checklists that field teams and MSPs can follow. • Keep documentation organized in the agreed tools (SharePoint/Drive/etc.) as a single source of truth. 1. Site Information & Field Discovery • Coordinate scheduling and logistics for on-site and virtual site surveys with field leaders, Vacasa/Casago contacts, MSPs, and vendors. • Maintain and refine a standard survey template (photos, floor layouts, network gear, workstations, guest-facing vs back-of-house, storage, etc.). • Join surveys or virtual walk-throughs as needed to ask clarifying questions and translate observations into technical requirements. • Normalize discovery results into master inventories and tracking sheets (by site code) so there is a single source of truth. • Track survey status by site and proactively flag gaps or blockers to the Director. Skills & Experience Must-Haves • Experience in IT, MSP, or infrastructure-related projects (not pure business PM). • Strong organization and follow-through; able to manage many moving pieces. • Advanced skills in Google Sheets and Excel (lookups, basic modeling, combining data sets; pivot comfort strongly preferred). • Comfortable working with technical diagrams and concepts, even if not an engineer. • Clear, concise written communication; able to summarize complex topics in plain language. Nice-to-Haves • Exposure to Microsoft 365 / Entra / Azure AD concepts. • Familiarity with ITSM / ticketing tools (ServiceNow, Jira, Zendesk, etc.). • Prior work coordinating network or telephony implementations. • Familiarity with Cisco IOS and/or FortiOS. Ways of Working & Authority • Acts as the owner of the project plan and project data; empowered to chase tasks, escalate blockers, and keep all parties honest on dates and dependencies. • Brings options and recommendations, not only problems, while deferring final technical decisions to the IT Director and/or MSP. • Comfortable operating with partial information and tightening the plan as more is learned. • Manages multiple workstreams and tight deadlines while staying focused on what’s required for a usable MVP by 2/1. • Stays calm under pressure, surfaces guest-impact and business-readiness risks early and proposes options/next steps instead of waiting for direction. • Able to pivot quickly when plans change while keeping the master plan and status concise, accurate, and clearly documenting follow-up needs for post-MVP improvements.