Practice Operations Coordinator Jobs in Wisconsin

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.

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
• 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.

Qualifications:

• 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

Winter Services LLC is an equal opportunity employer that takes pride in creating a diverse and inclusive workplace. The company complies with all applicable federal, state, and local fair employment practices law. Winter Services strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of age, race, religion, color, creed, disability, familial status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender expression, gender identity, genetic information, marital status, national origin, ancestry, veteran or military status, or any other characteristic protected by federal, state, or local law.