HVAC Service Contract Administrator needed

Job Description

Job Description

Salary: $40,000-$45,000/ year DOE

W.B. Guimarin & Co., Inc. is seeking a highly organized and detail-oriented Service Contract Administrator / PM Coordinator to support our HVAC Service Operations team. This position plays a critical role in managing preventive maintenance contracts, processing service work orders, supporting technicians and customers, and ensuring accurate contract billing and documentation.

The ideal candidate enjoys working in a fast-paced environment, is comfortable managing multiple priorities, and has strong administrative, customer service, and data management skills.

Key Responsibilities

Service Work Order Processing

• Process and complete preventive maintenance (PM) and full-service contract work orders.
• Verify labor, materials, stock charges, and service documentation.
• Attach PM sheets and supporting documents within Jonas software.
• Review service tickets for accuracy and correct coding discrepancies.
• Communicate with technicians to clarify work performed and obtain missing information.
• Notify management of repair opportunities identified during maintenance visits.
• Maintain organized electronic and physical service records.

Contract Administration

• Create and maintain service contracts within Jonas.
• Enter and update equipment information for new contracts.
• Attach signed agreements and maintain contract documentation.
• Prepare PM schedules and maintenance sheets for service technicians.
• Update contract files and maintain accurate customer records.

Contract Renewals

• Generate monthly contract expiration reports.
• Coordinate renewal reviews with Branch Managers.
• Process contract renewals in Jonas.
• Prepare renewal reports for management.
• Archive prior-year contract documentation and maintain active contract files.

Customer Communication

• Email PM reports, service tickets, and invoices to customers.
• Upload documentation to customer portals as required.
• Support customer care and service follow-up processes.
• Answer incoming service calls and create service work orders.

Service Operations Support

• Enter service requests and dispatch information into Jonas.
• Issue purchase orders to technicians as needed.
• Update PM schedules, equipment information, and service documentation.
• Maintain PM coversheets with equipment, filter, and belt information.
• Support branch service teams with administrative and operational needs.

Qualifications

Required

• 2+ years of administrative, service coordination, contract administration, or customer service experience.
• Strong computer skills and proficiency with Microsoft Office.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Professional verbal and written communication skills.

Preferred

• Experience in HVAC, mechanical contracting, construction, facilities maintenance, or service industries.
• Experience with Jonas Construction Software or similar ERP systems.
• Experience managing service contracts, maintenance agreements, or work orders.

Success Factors

The successful candidate will:

• Be highly organized and process-oriented.
• Thrive in a fast-paced service environment.
• Take ownership of tasks and follow through to completion.
• Communicate effectively with customers, technicians, and managers.
• Demonstrate accuracy and attention to detail.
• Support our commitment to exceptional customer service.

Why Join W.B. Guimarin?

At W.B. Guimarin, we believe in:

• Doing the Right Thing
• Being the Contractor of Choice
• Being the Employer of Choice
• Fielding the Best Team
• Sharing Information
• Delivering Success Through Service

We offer competitive compensation, benefits, opportunities for growth, and a team-oriented culture focused on excellence and customer satisfaction.

Equal Employment Opportunity Employer minority/female/veteran/disabled.We are a Drug-Free Workplace.