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 completed

  • Work with Field Supervisor & Team Leader to accomplish PMs. Coordinate who/when/material, scheduling with customer and tracking progress/completion in timberline/smartsheet.

  • 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 completed.

  • Review and schedule end of month NOT COMPLETED and Prioritize schedule to complete.

  • Update start-up info and manage warranty.

  • 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 loop)

  • 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 customer.

  • 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 material

      • 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 grow.
  • Industry specific knowledge of various components associated with HVAC Service field

  • Minimum of 1 year in HVAC industry, or contract administration role

  • Must be proficient with computers and Microsoft applications. Timberline experience and knowledge a plus.


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