1st Choice Landscaping Inc.
About the role
WE’RE HIRING: Snow & Ice Contracts Coordinator
1st Choice Landscaping Inc. | Work From Home
Hourly Pay: $6 or $7 USD per hour, based on relevant experience
Schedule: Monday–Friday, 8:00 AM–5:00 PM Pacific Time, with scheduled breaks
Winter Operations: Additional scheduled coverage may include nights, early mornings, weekends, and holidays during snow or freezing conditions. Coverage expectations and compensation will be discussed before hiring.
About the Role:
1st Choice Landscaping Inc. is looking for an organized, dependable, and proactive coordinator to manage the administrative and operational needs of our snow removal and de-icing contracts in Washington State.
You will work closely with management, field crews, subcontractors, and clients to coordinate service, maintain accurate records, meet contract requirements, and prepare complete billing documentation.
Responsibilities:
Contract and Account Management:
- Maintain an updated list of active contracts, service locations, client contacts, pricing, and contract dates.
- Review each account’s scope, service triggers, response deadlines, reporting requirements, and billing instructions.
- Track renewals, missing documents, and upcoming deadlines.
- Organize contracts, site maps, service instructions, and required insurance or vendor documents.
Weather Monitoring, Scheduling, and Dispatch:
- Monitor weather forecasts and freezing conditions affecting contracted properties.
- Coordinate service activation with management according to each contract.
- Prepare crew schedules, route assignments, site instructions, and contact lists.
- Confirm crew and subcontractor availability before weather events.
- Track dispatch, arrival, progress, and completion; promptly escalate delays, missed sites, or equipment problems.
- Coordinate updates on salt and de-icing material availability with the operations team.
Client and Crew Communication:
- Answer calls, emails, and messages professionally.
- Provide service updates and follow up on urgent requests.
- Communicate site priorities, access restrictions, and special instructions.
- Document complaints, incidents, property damage reports, and unresolved concerns for management.
Service Documentation and Billing Support:
- Collect and verify service logs, timestamps, before-and-after photos, crew hours, and material usage.
- Upload proof of service to client portals within required deadlines.
- Check records for missing information, duplicate entries, and discrepancies.
- Prepare billing summaries and supporting documents for invoicing.
- Track invoice submissions, rejected documentation, and outstanding payment follow-ups.
- Provide daily operational updates and weekly contract status reports.
Required Qualifications:
- At least two years of experience in operations coordination, dispatch, contract administration, or a related administrative role.
- Relevant experience supporting snow removal, landscaping, property maintenance, facilities management, logistics, or field service businesses.
- Excellent spoken and written English, including confidence handling business calls.
- Strong organization, attention to detail, and follow-through.
- Ability to prioritize urgent requests and coordinate multiple locations under pressure.
- Comfortable working independently while keeping management informed.
- Reliable attendance and availability for the agreed Pacific Time schedule.
Preferred Experience:
- Direct experience coordinating snow removal and de-icing operations.
- Experience working with US clients, crews, or subcontractors.
- Familiarity with commercial service contracts, route planning, weather monitoring, and proof-of-service requirements.
- Experience using Google Workspace, spreadsheets, CRM systems, client portals, and invoicing software.
- GoHighLevel and Invoice2go experience is an advantage.
Work-From-Home Requirements:
- Reliable computer capable of handling calls and multiple applications.
- Stable internet connection, with backup internet and a power contingency.
- Clear headset and a quiet, professional workspace.
- Ability to handle confidential client and company information responsibly.
How to Apply:
Snow & Ice Contracts Coordinator – [Your Name]
APPLICATIONS THAT DOES NOT REFLECT THIS SUBJECT LINE WILL NOT BE CONSIDERED
Please include:
- A short summary of your relevant coordination or dispatch experience.
- Your expected hourly rate and earliest start date.
- A short Loom video introducing yourself and explaining how you would manage an urgent weather event involving several service locations.