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Contract Administrator

2 months ago

Englewood, United States Haynes Mechanical Systems Full time
Job DescriptionJob Description

At Haynes Mechanical Systems, we have spent over 56 years building a company that we can be proud of - a company that focuses on working together with our customers to provide solutions to their heating, ventilation, and air conditioning needs.

We are a fast-growing commercial HVAC, building automation, and energy services company. Our culture exemplifies achieving excellence in everything we do. We are collaborative and work towards the best result for our customers. Our culture is based on four ideals: family-owned, focus on our associates, dedication to our customers, and continuous improvement.

Standard work days are M-F.

COMPETITIVE BENEFITS PACKAGE:

  • Medical
  • Dental
  • 401K - Matched
  • Paid Time Off
  • Paid Holidays
  • Gym and Fitness Reimbursement
  • Taxi Vouchers
  • Company Events
  • AND MORE

POSITION SUMMARY:

The Contract Administrator is responsible for tracking all customer agreements and ensuring the accuracy of all information relating to the contracts.

REQUIREMENTS:

  • At least 3 years of experience working with contracts is preferred
  • Understanding basic Accounting practices
  • A demonstrated knowledge of Microsoft Word and Outlook; intermediate Excel skills
  • Ability to work under deadlines and to successfully handle competing priorities efficiently and effectively
  • Exceptional grammar and written communication skills
  • Must be detail-oriented and accurate

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Job Knowledge and Technical Skills:
    • Enter and implement all new service agreements including entering of equipment and tasking and inputting additional comments and spend plans
    • Submits Preventive Maintenance (PM) frequency plan
    • Process all additions, deductions, and inactivation of agreement paperwork and deemed tasks
    • Coordinate and process the renewal of all agreements
    • Update maintenance contracts and tasking as necessary to ensure records are accurate (this includes any related spreadsheets)
    • Create any month-end reports as directed by Agreement Manager
    • Create and send monthly invoices to customers
    • Research invoicing and accounting issues as directed by the Agreement Manager
    • Research causes for varied spending in budget as directed by Agreement Manager
  • Customer Service:
    • Manage correspondence to and from customers (both internal and external)
    • Build good working relationships with internal and external customers
    • Provide primary backup to the front desk for breaks, lunches
  • Communication and Interpersonal Skills:
    • Coordinate and execute monthly and quarterly customer reviews and meetings
    • Update and maintain team portal sites
  • Accountability:
    • Ensure that all customer-requested action items are completed in relation to contracts
    • Review all monthly contract billings
    • Track all subcontractors' contract work and provide recommendations if necessary
    • Participate in regularly scheduled meetings to account for completion of assigned duties

COMPETENCIES:

  • Customer service focused- You can influence and drive customer satisfaction, and possess the proper judgment to escalate procedures when an emergency arises to meet the customer's needs.
  • Positive attitude- You have an upbeat and optimistic attitude when dealing with customers and fellow employees.
  • Time management- You're able to develop processes and tools to be more productive and efficient in day-to-day activities.
  • Oral communication- You speak clearly and are professional in positive or negative situations.
  • Written communication- You edit work for spelling and grammar, present numerical data accurately, and can read and interpret written information.
  • Organizational skills- You prioritize and plan work activities and use time effectively.
  • Task-oriented- You recognize the importance of focusing on the completion of particular tasks as a measure of success.
  • Independence- You have the ability to complete projects individually as well as make decisions without influence from others.
  • Attentiveness - You explore the topic or issue at hand, the reasons behind it, and the issues surrounding it.
  • Quality-focused- You demonstrate accuracy and thoroughness; look for ways to improve and promote quality; offer feedback to improve performance; and monitor your own work to ensure quality.
  • Follow through- You follow up and follow through with processes and procedures set by the company.
  • Multi-tasking - You're able to work on multiple projects simultaneously.
  • Teamwork – You're able to balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team at the forefront; and support everyone's efforts to succeed.

Pay Scale: $25-$30/hour based on experience