Winter Services Inc

Regional Operations Coordinator

Remote
Full Time
Entry Level
The Regional Operations Coordinator is responsible for planning, organizing, directing, and coordinating all aspects of the snow season for Winter Services Regional Division. This will include prospecting and negotiation with existing and new partners, pre and post season preparation, auditing, billing, and paperwork management for the Regional Team.  The Regional Operations Coordinator will also help assist both the Regional Sales Manager and Regional Operations Managers.

DUTIES & RESPONSIBILITIES:
  1. Prospect, negotiate and build relationships with current and potential subcontractor partners. 
  2. Act as a liaison for Winter Services and the subcontractor partner to prepare agreements, site assignments and equipment rates for new/existing subcontractors.
  3. Ensures that all work performed conforms to specifications and within budgeted guidelines.
  4. Establish and administer operating policy and procedures that will ensure adequate performance and personnel safety.
  5. Effectively and clearly communicate with clients, vendors, staff, subcontractors, and management.
  6. Conduct cold-calls to potential new subcontractors and qualify them for new accounts.
  7. Build and maintain Subcontractor file and ensure receipt of all required forms (i.e. signed agreement, W-9, C.O.I.).
  8. Ensure new subcontractors provide all necessary paperwork to the office PRIOR to performing work on a customer’s site.
  9. Ensure the completion of required paperwork from subcontractor prior to submitting it to the clearing house.
  10. Monthly audit of Subcontractor files to ensure valid C.O.I. based on insurance requirements and C.O.I. expiration.
  11. Support/Monitor IVR/App Systems (setup, billing, training)
  12. IVR/App System - Collect all services performed after each storm and review it for completeness and accuracy. 
    1. Reach out to subcontractors that have not submitted correct information due to weather conditions not matching services performed
    2. Handle any subcontractor pay questions and discrepancies
  13. Assist the Clearing House Department in conducting pre-season audits of all Subcontractor and equipment rates.
  14. Conduct Pre/Post Regional District follow ups with customers and subcontractors.
  15. Assist with updating property site maps.
  16. Assist with performing various filing projects.

QUALIFICATIONS:
  • Interpersonal skills to work with a wide variety of people each day, build relationships and network
  • Confidence and strong self-assuredness to succeed in cold-calling new partners
  • Communication skills, especially persuasion, to clearly convey the benefits of becoming a partner of ours
  • Excellent organizational skills, ability to adapt to a changing environment and handle multiple priorities
  • Bachelor’s degree, or equivalent combination of education and management/sales experience
  • Proficient in Microsoft Office (i.e. Word, Excel, Outlook)
  • Discretion and trustworthiness due to access and assistance with confidential information

PHYSICAL DEMANDS:
  • Physical endurance, as a Regional Operations Coordinator may need to be up for long hours, spend a lot of time on the phone at all hours of the day/night to ensure we are meeting the customer’s expectations
  • Occasional lifting of objects weighting up to 50 pounds
  • Sitting for extended periods of time
  • Occasionally stoop, kneel or crouch
  • Use hands and arms to reach for, grasp and manipulate objects
WORKING CONDITIONS:
  • Working conditions are normal for an office environment.  Work may require occasional weekend and/or evening Remote position mainly but needs to be able to go into the office upon request/needs
  • Night and weekend availability is a necessity, especially during preseason and peak season
  • Some travel may be required
Work Location: Remote

Winter Services 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.
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