Frederick Fox

Maintenance Division Officer

Position Overview

The Maintenance Division Officer is responsible for coordinating
and supporting daily landscape maintenance operations to ensure
service quality, customer satisfaction, operational efficiency,
and compliance with established company standards. This role
works closely with branch leadership, account managers, field
supervisors, maintenance crews, and customers to ensure landscape
maintenance services are delivered consistently, safely, and
within established schedules and budgets.

The position supports the execution of maintenance contracts
across assigned properties and service areas, including workforce
coordination, scheduling, quality inspections, equipment and
resource planning, operational reporting, and customer issue
resolution. The Maintenance Division Officer helps ensure that
field teams have the resources, direction, and support necessary
to meet contractual obligations and maintain high-quality
landscapes.

The ideal candidate is organized, proactive, and
customer-focused, with strong leadership and coordination skills
and an understanding of landscape maintenance operations. This
role is well suited to someone who can balance field operations
with administrative responsibilities while promoting a culture of
accountability, teamwork, continuous improvement, and customer
satisfaction.

Key Responsibilities

Landscape Maintenance Operations

* Coordinate daily landscape maintenance activities across
assigned properties, service areas, and maintenance contracts.
* Support the planning and execution of routine landscape
services, including mowing, edging, trimming, pruning, mulching,
fertilization, weed control, irrigation coordination, seasonal
cleanup, and other contracted maintenance activities.
* Ensure maintenance crews understand their daily assignments,
service expectations, schedules, and property-specific
requirements.
* Monitor field operations to confirm that work is completed
according to contract specifications, established procedures, and
customer expectations.
* Coordinate with field supervisors and account managers to
address operational challenges, scheduling conflicts, and
changing service requirements.
* Help allocate labor, equipment, materials, and other resources
to maintain productivity and service consistency.
* Identify opportunities to improve crew utilization, route
efficiency, and overall operational performance.
* Support the implementation of seasonal maintenance plans and
adjustments based on weather, plant health, and customer needs.
Workforce Coordination & Team Support

* Assist with workforce scheduling, crew assignments, attendance
tracking, and daily labor coordination.
* Coordinate with supervisors to ensure adequate staffing and
coverage across assigned maintenance operations.
* Monitor labor utilization and help identify staffing gaps,
overtime concerns, and opportunities to improve productivity.
* Support the onboarding, training, and development of
maintenance personnel.
* Reinforce company policies, operational procedures, safety
requirements, and service standards.
* Promote accountability, teamwork, communication, and
professional conduct among field employees.
* Help address employee performance concerns and escalate
personnel issues to the appropriate manager when necessary.
* Support workforce planning during peak seasons, high-demand
periods, and periods of increased customer activity.
Quality Control & Property Inspections

* Conduct or coordinate routine property inspections to evaluate
the quality and completeness of maintenance services.
* Verify that properties meet contractual specifications, service
standards, and customer expectations.
* Identify deficiencies, incomplete work, safety concerns, and
opportunities to improve landscape appearance.
* Coordinate corrective actions with supervisors and maintenance
crews and follow up to ensure issues are resolved promptly.
* Maintain inspection records, photographs, quality reports, and
other supporting documentation as required.
* Monitor recurring service issues and recommend improvements to
prevent repeated deficiencies.
* Support consistent quality standards across assigned properties
and maintenance teams.
Customer Service & Account Support

* Support account managers and branch leadership in maintaining
strong customer relationships.
* Respond to customer inquiries, service concerns, and
maintenance requests in a timely and professional manner.
* Coordinate with field teams to investigate complaints,
communicate service requirements, and implement corrective
actions.
* Help ensure customer commitments, service schedules, and
special instructions are communicated clearly to the appropriate
personnel.
* Monitor customer satisfaction and identify potential service
issues before they escalate.
* Assist with service reviews, property walkthroughs, and
customer meetings when needed.
* Maintain accurate records of customer concerns, requested
changes, completed corrective work, and follow-up activities.
* Contribute to customer retention by supporting reliable service
delivery and consistent communication.
Scheduling & Resource Management

* Prepare and maintain maintenance schedules, daily work
assignments, route plans, and service calendars.
* Coordinate labor, equipment, materials, and supplies to support
efficient execution of scheduled work.
* Monitor service completion and communicate schedule changes or
delays to relevant stakeholders.
* Assist with planning for weather-related disruptions, seasonal
workload changes, and urgent maintenance requests.
* Coordinate equipment availability, maintenance requirements,
and replacement needs with the appropriate personnel.
* Monitor the use of supplies and materials to minimize waste and
support cost-effective operations.
* Identify scheduling inefficiencies and recommend adjustments to
improve service delivery and resource utilization.
Budget & Operational Performance

* Assist with monitoring maintenance labor costs, overtime,
equipment expenses, material usage, and other operational costs.
* Track productivity, crew hours, completed work, and service
performance against established operational targets.
* Support the preparation of operational reports, labor
summaries, production updates, and performance dashboards.
* Identify opportunities to reduce unnecessary expenses, improve
labor efficiency, and increase productivity without compromising
service quality.
* Communicate cost variances, operational risks, and resource
constraints to branch leadership.
* Support adherence to maintenance contract requirements,
approved budgets, and established financial objectives.
* Assist with evaluating operational performance and implementing
corrective measures when targets are not being met.
Safety & Compliance

* Reinforce safe work practices across all landscape maintenance
activities.
* Ensure employees follow applicable safety procedures when
operating mowers, trimmers, blowers, vehicles, and other
landscape maintenance equipment.
* Support compliance with applicable workplace safety
requirements, environmental guidelines, and company policies.
* Coordinate safety meetings, toolbox talks, equipment checks,
and employee training as required.
* Identify potential hazards involving equipment, chemicals,
traffic, terrain, weather, and worksite conditions.
* Report incidents, near misses, equipment damage, and unsafe
conditions promptly.
* Help ensure maintenance equipment is used, stored, and
maintained appropriately.
* Promote a safety-conscious work environment that protects
employees, customers, the public, and property.
Administrative & Operational Reporting

* Maintain accurate records of work schedules, crew assignments,
labor hours, service completion, inspections, and customer
requests.
* Prepare regular operational reports for branch leadership and
other stakeholders.
* Update maintenance tracking systems, work orders, service logs,
and related operational documentation.
* Coordinate information flow between field supervisors, account
managers, branch leadership, and support departments.
* Track outstanding work, corrective actions, equipment needs,
and customer service issues through resolution.
* Support the development and implementation of standardized
operating procedures and reporting processes.
* Identify opportunities to improve administrative efficiency,
documentation accuracy, and operational visibility.
Continuous Improvement & Cross-Functional Collaboration

* Work collaboratively with account management, operations, human
resources, procurement, fleet, and other support functions.
* Identify opportunities to improve maintenance processes,
customer service, workforce coordination, and resource
utilization.
* Share field observations and operational feedback with
management to support informed decision-making.
* Assist with implementing new systems, procedures, service
standards, and operational initiatives.
* Contribute to a culture of continuous improvement,
accountability, and customer-focused service delivery.
Qualifications

Required Qualifications

* High school diploma or equivalent; an associate or bachelor's
degree in business administration, horticulture, landscape
management, operations, or a related field is preferred.
* Experience in landscape maintenance, groundskeeping, field
operations, facilities maintenance, or a related service-oriented
industry.
* Experience coordinating employees, schedules, service
assignments, or day-to-day operational activities.
* Understanding of routine landscape maintenance practices,
equipment, materials, and service requirements.
* Strong organizational, communication, and problem-solving
skills.
* Ability to coordinate multiple assignments, respond to changing
priorities, and meet operational deadlines.
* Strong customer service orientation and the ability to handle
concerns professionally.
* Basic understanding of labor tracking, productivity monitoring,
and operational cost control.
* Proficiency with Microsoft Office applications, particularly
Excel, Outlook, and Word, and the ability to learn operational
management systems.
* Ability to work collaboratively with field personnel,
supervisors, customers, and management.
* Valid driver's license and ability to travel between properties
or work locations as required, where applicable.
Preferred Qualifications

* Experience with commercial landscape maintenance operations or
multi-property service contracts.
* Previous experience in a maintenance coordination, operations
administration, field supervision, or division support role.
* Knowledge of horticultural practices, turf management, plant
health, irrigation systems, and seasonal maintenance
requirements.
* Experience with route planning, workforce scheduling, quality
inspections, and labor productivity tracking.
* Familiarity with landscape management software, work order
systems, scheduling platforms, or fleet management tools.
* Experience assisting with budgets, operational reporting,
customer account support, or service quality programs.
* Relevant training or certifications in horticulture, landscape
management, equipment operation, or workplace safety.

Maintenance Division Officer

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