Operations Coordinator

Winter Services•Milwaukee, WI

About The Position

The Operations Coordinator supports daily snow removal and landscape operations by managing scheduling, dispatch, timesheet validation, and customer communication. This role works closely with field crews, operations, and sales to ensure jobs are accurately scheduled, completed, and documented, particularly during snow events and peak seasons.

Requirements

High School Diploma or GED equivalent
Experience in landscaping, snow removal, or field service industries
High attention to detail and organizational skills

Nice To Haves

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

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
Enter approved jobs into operational system and assign them to the correct service schedules
Attach customer emails, notes, and service history to CRM systems for accurate recordkeeping
Assist with 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
All other duties as assigned.