Schaper Associates, Inc Published: August 1, 2019
South Amboy, NJ
Job Type


Title: Service Contract Administrator

Company Description:

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

  • Lead
    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

  • Manage
    d-board and daily assignments.

  • Prepare
    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

  • Receipting
    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
        cost spreadsheet

      • Anticipated material costs for upcoming
        contract term

      • 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
    awarded new:

    • Enter
      equipment list, material needs in Timberline & service logs. (PM agreement
      log hours, billing, filters, belts, smartsheet logs)

    • Add PM Tasks/schedule
    • Update
      site properties to contract rate list when new agreement received
  •    Manage warranty spreadsheet to track
    warranty equipment

    • 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,
    smartsheet logs)



  • Ability
    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



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