Title: Service Contract Administrator
Our client is a well-known, full-service building automation, design-build, and HVAC mechanical contractor, located in Central New Jersey. Servicing predominately the commercial/light industrial markets, this company prides themselves on delivering an array of service all under one company roof. Currently, our client is looking to add a skilled Service Contract Administrator to their team!
ROLE DUTIES: Coordinate
and manage all maintenance related administration and assure the below is
Work with Field Supervisor & Team Leader to accomplish
PMs. Coordinate who/when/material,
scheduling with customer and tracking progress/completion in
PM team to accomplish PMs in a timely manner.
Keep customer informed throughout PM
process, contact for every PM visit.
Update PM Smartsheet as PMs are
Review and schedule end of month NOT
COMPLETED and Prioritize schedule to complete.
Update start-up info and manage
d-board and daily assignments.
orders for PM filters and other PM materials according to scheduling needs and to week look ahead schedule, coordinate delivery to
site when possible using vendor/warehouse/driver (and keep dispatch team in the
materials for PM orders placed
Check all PM paperwork and feedback from
technicians, update equipment or material changes as needed, streamline tasks
& tickets in Timberline
Make corrections as needed in
Timberline, Word contracts spreadsheets & smartsheets
Run processing for monthly PM work
orders, invoices, agreement expirations & renewals
Follow up on renewals that are not returned by
Update scope documents, visit matrix and
smartsheet PM checklist during renewal process
Review profitability reports for all PM
WO’s in the entire contract year during monthly review
Update pricing and scope document on new
contract based on:
profitability report and previous year’s
Anticipated material costs for upcoming
Addition/deduction of equipment and
Review renewals with service team leader
Keep in communication with Sales team on
upcoming renewals, increases, hand-delivery requests.
New Customers/PM contracts when Sales is
equipment list, material needs in Timberline & service logs. (PM agreement
log hours, billing, filters, belts, smartsheet logs)
- Add PM Tasks/schedule
site properties to contract rate list when new agreement received
Manage warranty spreadsheet to track
- Receive startup sheets from
technical advisor/team leader as completed.
- Verify if replacing existing
equipment, add and/or replace in timberline, update material logs as
needed with changes to PM ordering
- Work with PM Coordinator to
provide warranty letter to customer and copy to I-drive and copy to hard
copy job folder
Every Monday morning, review &
complete PM tickets in Timberline
Review active agreement report once per
quarter to verify all agreements are captured on all documents (PM log,
to multi-task and prioritize work responsibilities.
- Must take initiative and be proactive
Excellent oral and
written communication and organizational skills including a high degree of
attention to detail.
Ability to quickly learn
new computer software applications and SOP processes required.
- Ability to provide unparalleled customer satisfaction.
- Embrace change in processes as the company continues to
specific knowledge of various components associated with HVAC Service field
of 1 year in HVAC industry, or contract administration role