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Service Contract Administrator

Company: Comfort Systems of Virginia, Inc.
Location: Chesapeake
Posted on: February 10, 2020

Job Description:

Primary Role The Service Contract Administrator's primary function is to handle all aspects bid document package preparations, quotes, contracts and preventative maintenance agreements for the service department. -- Essential Duties and Responsibilities include but are not limited to the following: Prepare proposal documents for each service/maintenance agreement Oversee proposal planning and administration of contracts Update service/maintenance agreement worksheet with new contracts Prepare renewals for invoicing Create new service/maintenance booklets upon contract approval Enter equipment model and serial numbers into location/customer accounts Print solicitations for sales team to review for bidding Negotiate terms and conditions Assemble bid packets for sales team to begin quoting Add all dates and deadlines to calendars Coordinate with sales team for pre-bid site visits Maintain detailed and organized files Order all equipment and materials for jobs Generate purchase orders and subcontract agreements Tracking of contract documentation (drawings, schedules, insurance certificates, reports, files, etc.) Track payments and deadlines Prepare contract change notices, monitor contractor performance General correspondenceCreate customer billings on a daily and weekly basisEnter and maintain labor budgets in accounting systemCoordinate employee training to include training approvals, agreements, registration travel accommodations etcService Technician uniform sizing and orderingBackup dispatcherAfter hours dispatcher on rotating schedule Act as backup dispatcher when necessaryMaintain service electronic filing systemAnswering and transferring high call volume phone systemGreet GuestsSend quotes prepared by estimation and managers as needed Maintains electronic files accordingly (work orders, PM's, contracts, bids etc)Filing Attend necessary meetingsMake travel arrangements for all service employees when necessaryDispatches afterhours service calls based on a rotating on call schedulePrepare, Maintain and Print Preventative Maintenance Logs Maintains Preventative Maintenance contract schedules and notifies management within 3 weeks of schedule needsPerforms other duties as assigned--Teamwork Demonstrate and promote a spirit of cooperation and teamwork throughout the Company. Provide backup support for other team members. Continually look for ways to improve our processes and ability to serve our customers effectively. Improve your personal performance on a continual basis. Suggest training programs or other opportunities for improvement to your Supervisor as they apply. Lavish trust on your co-workers Mentor unselfishly Be receptive to new ideas, regardless of their origin Safety Use safe work practices and promote safe practices. Complete required safety training. Proper PPE equipment must be used at all times. Notify Team Leader or Safety Director of any unsafe conditions. Comply with all safety requirements set forth by Comfort Systems and OSHA Other Responsibilities Must have neat personal appearance Must be courteous and respectful of others Business is to be conducted with the highest level of personal integrity Maintain a positive demeanor - keep a smile on your face and "in your voice" Continue education for professional and personal growth Must be able to manage multiple tasks and have excellent follow up skills both internally and externally

Keywords: Comfort Systems of Virginia, Inc., Chesapeake , Service Contract Administrator, Other , Chesapeake, Virginia

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