Business Systems Manager

Urban Real Estate Systems Champion

At Urban Real Estate scalability and operational excellence are our edge. The Systems Champion (aka Business Systems Manager) acts as the architect and guardian of Urbans operational playbook bridging the gap between leadership vision and day-to-day execution. This pivotal role ensures that our current processes and frameworks are documented embedded and lived across our 15 offices and 200k contact ecosystem.

Your Mission is to document maintain and champion Urbans systems so that every office coach and champion role operates with clarity consistency and scalability enabling Urban to continue uninterrupted growth and positioned as a premium real estate platform.

Your Key Responsibilities

1. Business Operations & Strategy

• Align systemisation with Urbans vision and priorities
• Identify operational bottlenecks across recruitment systems sales PM projects and marketing.
• Prioritise system development projects that drive GCI growth lead conversion and agent performance.

2. Team Development & Enablement

• Build systems using Urbans knowledge base
• Maintain and update systems as new projects and estates evolve
• Ensure systems are accessible and usable across all offices
• Train agents associates and Office Manager Champions in Urbans systems-first culture.

3. Communication & Implementation

• Create clear step-by-step playbooks in line with current templates and documentation
• Engage staff in system creation and improvement to ensure buy-in not just compliance.
• Guide use of Urbans tech stack
• Facilitate workshops to embed lead lag indicator tracking into daily habits

4. Systems Management

• Oversee continuous documentation of Urbans proprietary IP (database monetisation recruitment engine builder spec programs).
• Capture all systems in Urbans central knowledge base.
• Link documented systems to performance scoreboards and project trackers.

What Success looks like for You

• All Urban-critical systems documented and accessible by 30 March 2026
• Reduction in Glitch Log items tied to system gaps.
• Improvement in agent onboarding speed and productivity.
• Consistent adoption of systems across all offices (usage tracked weekly).
• Measurable time and error reductions in contracts marketing and client service.

Skills & Attributes Required

Proven Experience in Systems & Process Coordination

• Demonstrated experience in documenting implementing and maintaining business systems across multiple teams/offices.
• Background in real estate professional services or another process-driven industry.
• High attention to detail strong organisational habits.

Technical Proficiency

• Proficient in documentation and systemisation tools
• Able to turn complex workflows into simple scalable playbooks.
• Strong working knowledge of CRM/databases

Communication & Collaboration Skills

• Excellent written/verbal communication.
• Skilled at interviewing agents and managers to extract knowledge.
• Able to influence without formal authority; a systems coach not a systems cop.

Project & Personal Attributes

• Self-starter proactive works independently.
• Strategic thinker with detail-driven execution.
• Embraces feedback continuous improvement and Urbans Game Mindset.
• Adaptable to evolving tools technologies and Urbans expanding footprint.

The ideal Urban Systems Champion is:

• Naturally organised creates clarity from complexity.
• Patient and persistent when training/coaching others.
• Passionate about efficiency documentation and scalability.
• A collaborative influencer who leads by systems not by title.

Growth Opportunities

This role is a pathway to senior operational leadership within Urban. As Urban scales the Systems Champion becomes instrumental in valuation uplift by embedding proprietary systems reducing risk and enabling Urban to scale beyond a rent roll.

If this opportunity sounds like your next step please reach out to Olivia or Amell for a confidential discussion today.

Why Urban

• Great place to work: We actively invest in developing our people. With a staggering 30% of all new hires are referrals as our people know its a great place to work and recommend it to others.
• Work Culture: Our culture is built on a foundation of mutual respect continuous learning and a passion for excellence.
• Full access to Employee Assistance Programs (EAP): We care about your mental and emotional wellbeing offering comprehensive support services.
• Discounted shopping: Enjoy exclusive discounts on a wide range of products and services.