Service Contract Administrator

The HVAC Service Contract Administrator will assist in coordinating the field activities for the preventive maintenance business. The Service Contract Administrator communicates directly with customers, technicians, sales teams, vendors, and suppliers to ensure accurate communication of preventive maintenance status and requirements. Help in scheduling all field personnel for seasonal preventive maintenance contracts. Contract Administrator is also responsible for all Preventive Maintenance and Time and Material billings.

Greater Denver Metro

Full Time

Job Description

  • Scope of work:
    • Receive and respond to all client inquiries respective to preventive maintenance agreements
    • Manages all aspects of the preventive maintenance base including:
      • Booking new PM Agreements in CE
        • Setting up customer and billing information
        • Loading all equipment information
        • Setting up all tasking details
      • Reviewing/reporting all PM Agreements financial performance monthly
      • Responsible for the 180 day contract renewal/escalation process
        • Review contract financial performance
        • Review labor rate information
        • Prepare contract escalation for approval
        • Communicate with customer as necessary
    • Assists in the scheduling of Customer Kickoff Meeting
    • Prepare all PM Agreement billing
    • Prepare all Time & Material billing
    • Provide support to all departments as needed

    Position Requirements:

    • At least 3 years’ experience in HVAC service dispatching/coordinator position
    • Proven written and verbal skills necessary to complete assigned tasks
    • Considerable human relations skills in interacting with all levels of management and staff
    • Planning, organizing and time management
    • Prioritizing, flexibility, adaptability
    • Problem assessment and problem solving

    Ability Requirements:

    • Ability to write routine correspondence
    • Ability to communicate effectively to customers or employees
    • Must be detail-oriented and have demonstrated organizational skills
    • Must have solid decision-making skills within the scope of the position
    • Must have the ability to meet deadlines.
    • Must have proven customer service skills.
    • Above average proficiency in MS Office, Word, Outlook, Excel, and PowerPoint.
    • Must have familiarity with a variety of software programs (Bluebeam, CE big plus)

    Physical Requirements

    • Some lifting (up to 15 lbs.)
    • Long hours on computer keyboard 75%
    • Prolonged periods of standing and/or walking

    PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Colorado Mechanical Systems, LLC (CMS) is privately owned and operated in Centennial, Colorado. CMS provides commercial heating, ventilation and air conditioning (HVAC), refrigeration, and plumbing services across the Colorado Front Range, including Pueblo, Colorado Springs, Denver, Boulder and Fort Collins.

Colorado Mechanical Systems provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

CMS also uses E-Verify to verify the identity and employment eligibility of newly hired employees by electronically matching information provided by employees on the Form I-9, Employment Eligibility Verification, against records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS).

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