HFR Project Coordinator

The hazardous fuel reduction, HFR, Project Coordinator will primarily be involved with the community chipping program and Home Ignition Zone Inspections. The Coordinator will run some small projects independently. They will support HFR Project Managers for large projects such as multi agency fuel break and evacuation route work. There is opportunity to advance to HFR Project Manager as responsibility is demonstrated.


Responsibilities & Scope of Work

The primary responsibility of this position is to coordinate hazardous fuel reduction chipping projects. The position requires a combination of technical and customer service skills, problem solving and resident engagement.

The HFR Program Coordinator is responsible for the management of the Fire Aside Chipper Day software program, which is used to manage the community chipping programs. Ongoing tasks for Chipper Day include but are not limited to:

  • Creating Chipper Day events and monitoring registrations
  • Updating monthly chipping dates and deadlines within Chipper Day and ensuring indemnification language is consistent with current month’s chipping dates, 
  • Ensuring auto-generated communications are consistent with current month’s chipping dates, etc.
  • Running reports
  • Training contractors on implementation of the Chipper Day software and offering support as needed; may need to assist with measuring, photographing and documenting on site data
  • Communicating with Fire Aside to troubleshoot software issues and/or offer suggestions to improve and optimize program for field service delivery and metric gathering/reporting and required skill sets frequent communications through various channels (phone, email, text) regarding customer queries and/or complaints
  • Prompt responses to residents and city partner staff inquiries; checking daily emails and phone messages received by FSC regarding the chipping program and following up with customers within 24 business hours
  • Providing reports weekly, or as needed, to city partner staff
  • Ensuring resident satisfaction and providing professional, positive, empathetic customer support
  • Keeping accurate records of customer interactions, comments, and complaints
  • Ability to stay calm, courteous, and professional when dealing with residents


Additional duties include:

  • Shadowing contractors during chipping events to ensure high quality service delivery and that each residence is serviced as requested
  • Receive and review daily reports from contractors during events and follow up with any residences that were scheduled but did not receive services
  • Spot checking residences post chipping event
  • Surveying & inspecting chipping piles prepared by residents. Calculating quantities, preparing bid packages, gathering quotes and submittals
  • Submitting purchase order requests
  • Track, organize and store all associated procurement documentation associated and make readily available upon request.
  • Scheduling, coordinating, and communicating with contractor crews
    • This includes pre-, during, and post-event communications and may include assisting with or trouble-shooting software or technology issues and/or follow-up field issues or missed/incorrect services
  • Reviewing and analyzing resident satisfaction survey data; proactively identifying issues and providing solutions for delivery for continued or better-quality services 
  • Analyzing metrics collected in the field and preparing post-event reports


Additional Project/Program Responsibilities

  • Perform HIZ inspections and other property assessments which would be applicable for fuel reduction when adjacent to identified community fuel breaks and evacuation roads (after NFPA or equivalent training).
  • For large scale projects-work with SCCFSC staff to develop bid requests, select contractors, process purchase orders and invoices, and follow up after project completion
  • Conducting site visits as requested to residential homes, public and private roads, private property lots. Many are contained in public and private watersheds and near open space preserves. Project sites vary from high-income hillside gated residences to remote canyons and ridges with dirt roads leading to small cabins
  • Keep accurate records and be able to communicate effectively with other members of the team
  • Conformance with Health and Safety policies including hazard identification.
  • Use GIS or Google Earth to evaluate site concerns, develop efficient service routes and review project location and public and private parcel boundaries
  • Prepare post project reports for submission to HFR Project Manager and Managing Director including collect and report project data, including distance,acreage, area, and volume measurements of treatment locations; crew head counts and equipment verification, photo documentation, and GPS tracks to determine final project boundaries


Education, Skills & Abilities

The HFR Project Coordinator position requires minimum education at the level of an Associates Degree or equivalent experience, a year or greater work experience in vegetation management in the field. A successful candidate will have demonstrated customer-service skills.   Additional education and/or training in fire science, wildland firefighting, environmental studies, arboriculture, forestry, landscape construction, project management, and communications or other related fields is helpful. 


Certificates, Licenses, Registrations:

NFPA Assessing Wildfire Hazards in the Home Ignition Zone certificate (can be accomplished on the job), Valid Driver’s License, access to reliable all-weather vehicle, insurance


Functional Capacities

The following functional capacities are required to perform the duties outlined above.   The ability to: 

  • comprehend technical information and complex written materials
  • remember information and track progress of work
  • analyze, plan, organize and solve complicated problems
  • interpret topographic and other maps and remain oriented in off-trail environments
  • see and read printed material, and media displayed on a computer monitor or handheld device including text and images
  • see details at a distance in the landscape and perceive movement in the periphery
  • hear and gather information on the telephone, in person, in a group setting, and outdoors in wind and adverse conditions
  • communicate in writing, orally, and with hand signals in loud environments
  • manipulate items such as pens, markers, paper and flagging tape, camera, GPS and cell phone, computer, printer and other office equipment
  • lift and carry up to 40 pounds
  • climb, descend, and traverse natural slopes up to 100% grade (45degree slope).


Additional Information

The HFR Project Coordinator is a 20-40 hour a week position based on our fluctuating busy season and project schedules.  Since some work is seasonal, there will be times of less activity.  Compensation range is between $30 and $35 per hour, depending on experience. It is primarily field, and home based, travel to remote rural areas and local meetings within Santa Clara County will be required. No office is provided.

To apply, send a cover letter and resume to our HR Manager at info@sccfiresafe.org.

Applications will be considered as they are received.


Non-Discrimination Policy

The SCCFSC is an equal opportunity employer and will consider all qualified applicants. In accordance with Federal law and the U.S. Department of Agriculture (USDA), and SCCFSC policy, we prohibit discrimination on the basis of race, color, national origin, ancestry, pregnancy, age, genetic information, medical condition, mental or physical disability, sex, gender identity, gender expression, gender transitioning, religion, military and veteran status, political beliefs, marital status, familial or parental status, sexual orientation, if all or part of an individual’s income is derived from any public assistance program, or any other status or condition protected by Federal, State and local laws.

To file a complaint of discrimination: write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C, 20250-9410 or call (202) 720-5964 (voice and TDD).