Professionals with decades of experience and very impressive track records do all the heavy lifting for you.

My biggest downfall is I have to admit not always being 100% organized so Im trying to find a good inexpensive software or application to buy to help manage and keep track of my business.

You will need to have a track record of experience and some brand recognition to do a syndication.

Do you have a tracking and itemizing process in place?

If you are, try to work with someone who's got a track record working with investors in small-multi-family or one who is doing these deals for themselves (preferably the latter). 

Keep track of everything, whatever is not covered by insurance is an allowable expense for you at tax time.

My business partner and I are getting our operation up and running and I have been doing a TON of research on short term property management strategies, softwares, team members, etc and one thing I would love to learn from you all is, what are you doing to track/build your systems?

In other words, to find a way to plug them into my phones gps navigation so that I can find the exact lot when I am in the area with my vehicle, many of the lots are sandwhiched between other peoples empty lots.

In my view, smaller apartments are ripe for acquisition (i.e market inefficiencies, etc.) since fewer shrewd, sophisticated GPs are available to make offers. 

Also some things to take a look at could be the census website as they track all of those things pretty accurate and are releasing interesting graphics and stats all the time.