Operations Coordinator

Duties & Responsibilities

• Review and validate daily timesheets by cross-referencing Viaesys and GPS data to ensure accuracy of hours and completed jobs
• Identify gaps, discrepancies, or missed jobs and follow up with Crew Leaders or Account Managers to validate work performed
• Communicate with field crews and operations staff to resolve time, job, or route questions
• Schedule and dispatch snow removal crews, serving as one of the primary points of contact during snow events
• Create, maintain, and update snow route schedules, including assigning personnel, plow numbers, and routes in the dispatch system so crews can access them on their devices
• Organize routes based on geographic efficiency while prioritizing premier accounts
• Respond to inbound customer calls during snow events and coordinate real-time service updates with crews in the field
• Add or adjust jobs on active routes when customers call in with urgent needs
• Schedule and manage landscape and green services including weed pulling, pruning, weed spraying, aerations, fertilization, and other recurring maintenance services, etc.
• Track recurring customers to ensure services are completed on schedule
• Proactively manage future scheduling to prevent missed or overdue services
• Take inbound customer service calls and emails, address concerns, and escalate issues as needed
• Send contracts and proposals through DocuSign for customer review and signature
• Attach customer emails, notes, and service history to CRM systems for accurate recordkeeping
• Aid in site mapping and service preparation using SiteFotos and Google Earth to verify property details and identify service areas
• Coordinate with crew members or operations staff to confirm site conditions and ensure no services or areas are missed
• Compile customer information, square footage, and service details to support pricing reviews and potential price increases
• Send continuing service letters and renewal communications, including notices of price increases, at least 30 days prior to the start of the season

Requirements

• High School Diploma or GED equivalent
• Experience in landscaping, snow removal, or field service industries
• High attention to detail and organizational skills
• Dispatching or scheduling experience preferred
• Familiarity with CRM, GPS tracking, and route management systems
• Ability to work extended hours or flexible schedules during snow events

Benefits

• Competitive salary based on experience
• Medical and dental and vision insurance benefits
• Company-sponsored Group Term Life & Short-Term Disability insurance
• 401k retirement plan with company match
• Paid vacation and holidays