What are the responsibilities and job description for the Contract Administrator position at W.J. O'Neil Company?
The Service Contract/C.A.R.E. Administrator is responsible for the operational oversight of Heating, Ventilation, and Air-Conditioning (HVAC) and HVAC systems service contracts. This position is also responsible for managing, coordinating, inspecting, monitoring, and tracking all relevant HVAC service contract activities.
As the Service Contract/C.A.R.E. Administrator, you arrive each day ready to work hard to ensure maximum scheduling efficiency without compromising customer service. Most of your day is spent in an office environment on the phone or on your computer. Your friendly and capable demeanor comes through as you respond to emails, receive incoming customer phone calls, and coordinate with the Service Coordinator Team. Keeping everything organized, you accurately enter maintenance agreement into our database. Your scheduling skills allow you to work with the service coordinating team to ensure that we can provide prompt and timely execution of the maintenance agreements while maximizing our field technicians' time and mileage. You forecast days and weeks ahead to keep all preventative maintenance tasks on track. You will also make phone calls to confirm appointments and inform customers of arrival times or any possible delays and, as necessary, reschedule appointments. If customers have any questions, you respond knowledgeably and ensure their needs are met. Afterward, you follow up with technicians and customers to ensure that services have been performed appropriately and customers are happy. In your downtime, you handle a variety of office duties such as updating existing contracts, following up with customer to ensure 100% client satisfaction, coordinating preventative maintenance supply deliveries, etc. You leave work each day knowing you played a vital role in our company's success!
Responsibilities
- Preventative Maintenance Contract initial set up and renewal process in BuildOps, including billing schedule.
- Annual review of contract for renewal
- Customer Site Equipment List Management
- Coordinate equipment barcoding at customer site, where applicable.
- Maintain site equipment tasking and labor load schedule.
- Generate scheduled PMs.
- Maintain maintenance base and contract spreadsheets.
- Coordinate contract start-up meeting with internal team.
- Evaluate and close canceled contracts.
- Generate monthly contract invoices.
- Attend customer onsite startup meetings when Supervisor cannot attend.
- Follow up on all new contracts.
- Assist with tasks as directed by Service Office Manager.
- Reports to the Service Office Manager.
- Assist service coordinators during peak times.
- No direct reports.
Qualifications
- Strong attention to detail.
- Strong communication skills.
- Organized and can multitask.
- Ability to work well and contribute to a team environment.
- Strong interpersonal skills.
- Fluent in Microsoft Office.
- High school diploma is required.
- Construction/service industry is a plus.
- 3 Administrative experience is a plus.
Benefits
- Health Care Plan (Medical, Vision & Dental)
- Retirement Plan (401k)
- Life Insurance (Basic, Voluntary & AD&D)
- Health Savings Account
- Paid Time Off (Vacation, Sick & Public Holidays)
- Short Term & Long-Term Disability
If you are a motivated professional looking to contribute your expertise in contract administration within a dynamic organization, we encourage you to apply.