Maintenance Contract Operations Coordinator

Maintenance Contract Operations Coordinator Location: Tampa, Florida, United States Employment Type: Full‑time Reports to: Director of Professional Services Office Status: Office/Hybrid Travel: None Position Purpose: Contribute to making Southern States Material Handling a leader by ensuring maintenance service contracts are accurately created, updated, executed, and billed. The role coordinates with cross‑functional teams, resolves customer or purchase‑order issues, and monitors payment status. Key Responsibilities Maintain clear communication, provide consistent reporting, and drive contract accuracy and compliance. Support end‑to‑end management of maintenance service contracts, including creating new agreements and coordinating renewals, updates, and terminations. Handle contract termination workflows, negotiate revised terms, coordinate transitions to new service structures, or facilitate service discontinuation. Work closely with Solutions Associates and the National Account Service Manager to review recent sales activity and identify opportunities to add additional units to maintenance agreements. Partner with Solutions and Support Center teams to resolve issues related to customer purchase orders or delinquent accounts, ensuring contracts can be billed accurately and on time. Perform monthly Accounts Receivable reviews to track outstanding payments and raise potential non‑payment issues. Collaborate with maintenance, procurement, facilities, operations, and finance teams to ensure smooth execution of contract activities. Prepare routine status updates and reports for leadership, highlighting contract performance, vendor activity, and key operational insights. Provide guidance to associates on contract processes, scope, and escalation steps. Act as an ambassador advocating the company's values, mission, code of conduct, and safety in all projects. Qualifications and Skills Ability to interpret contract terms, service scopes, and pricing structures. Clear and professional written and verbal communication. Ability to work effectively with cross‑functional teams (solutions, service, finance, maintenance, procurement, etc.). Proficiency with Microsoft Excel (pivot tables, VLOOKUP, data cleanup). Comfortable collaborating with customers to resolve PO, invoicing, or delinquency issues. Detail‑oriented and reliable. Strong communication skills and ability to facilitate understanding. Quick learner applying learning to meet company goals and objectives. Can work efficiently with minimal guidance or supervision. Multitask, meet deadlines, and work in a fast‑paced environment. Prioritise, manage time and organise tasks. Passion for contract operations. Capability to work within set business hours to support internal and external customers. Education and Experience Bachelor’s degree in business administration, finance, supply chain, or related field preferred, or equivalent work experience. 2–5 years of experience in contract administration, maintenance services, customer operations, procurement support, or a similar function. Knowledge of contract lifecycle processes (creation, renewal, amendments, terminations). Familiarity with purchase orders, billing requirements, and AR follow‑up processes. Experience supporting internal teams by explaining contract processes, steps, and requirements. Proven experience in developing, executing, and implementing assignments and tasks. Experience resolving escalated customer or team member issues. Experience acting with integrity, professionalism, and confidentiality. Physical Requirements The position requires sitting at a desk using a computer 95 % of the time, with occasional walking and standing. Minimum ability to lift up to 20 lb. Visual acuity and hearing required. Works in an office environment; occasional brief exposure to shop area possible. This employer participates in the E‑Verify program. Equal Employment Opportunity is a law. #J-18808-Ljbffr