Maintenance Contract Administrator

The Maintenance Contract Administrator supports the Service Fulfillment Team by overseeing the proposal, renewal, and administration of preventive maintenance service agreements. This role is responsible for preparing service agreement proposals, issuing renewal notices, and managing contract details throughout the lifecycle of each agreement. Acting as the project administrator for active contracts, the position ensures accurate documentation, timely follow-up, and coordination with internal teams to support seamless service delivery.

We are currently seeking a Maintenance Contract Administrator to join our team in Sunnyvale, CA.

Duties and Responsibilities:

• Prepares service agreement proposals and renewal notices.
• Maintains and updates service agreement task templates.
• Examines new and renewing service contract Transition Information Packages (TIP) including material, equipment, subcontract and labor hours, contract proposal letters and documents, customer purchase orders and contracts, performance requirements, invoicing and inspection schedules to ensure completeness and accuracy.
• Routes TIP for approval prior to contract entry or renewal.
• Enter contract data for contract invoicing and inspection call slip generation according to work schedule and equipment listings.
• Awards and administers subcontracts for inspection contracts.
• Acts as liaison between company and subcontractors, coordinating with Dispatch and Field as required.
• Provide vibration analysis report provider contact with equipment information on service contracts including vibration analysis, so that database has been set-up ahead of time for Field Service Engineers who obtain data for downloading and reporting.
• Advises Dispatch, Purchasing, Billing and Warehouse of contract specifics and obligations as required.
• Prepare and generate monthly inspection call slips, schedules, material requirement reports.
• Reviews and implements amendments/changes to or renewals of contracts.
• Coordinate contract/inspection cancellations and contract revisions.
• Prepare contract commission statement for management approval; to include new, renewed and deductive changes as required.
• Evaluates or monitors contract performance to determine necessity for amendments or extensions of contracts, and compliance to contractual obligations, communicates with Account Managers and Dispatch, as required.
• Reviews all correspondence concerning contracts and responds as necessary.
• Maintain customer/site file(s) with applicable blanket purchase order information and coordinate forms and correspondence required.
• Maintain customer/site file(s) for non-renewed contracts, discounts no longer applicable and adjusted.
• Compiles lists of prospective customers/new sites for use as sales leads, based on information from contract and equipment lead file, and from equipment file.
• Preparation of service contract bid documents, coordinate bid and performance bonds as necessary.
• Coordinate Certificate of Insurance requirements for contract customers.

Skills and Qualifications

• Four-year degree from accredited college or technical school; or five (5) plus years of related experience and/ or training; or equivalent combination of education and experience.
• Working knowledge of office equipment and Microsoft Office products.
• Familiarity with the operation of Energy Management Systems, HVAC Systems and/or Temperature Controls preferred.

We offer competitive compensation based on experience and location. The salary ranges for this role are outlined by level below:

• Maintenance Contract Administrator 1
  $70,000 – $85,000 annually
• Maintenance Contract Administrator 2
  $85,000 – $103,500 annually

Based on your experience and alignment with our needs, you may be considered for either Level I or Level II. Actual compensation is determined by several factors, including qualifications, experience, and work location. Additional benefits may include performance bonuses, comprehensive health coverage, paid time off, and retirement plan contributions. We are committed to equal opportunity in employment. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, disability, veteran status, pregnancy, or any other legally protected status.