Contract Coordinator

Essential Duties & Responsibilities

• Review and process contract turnover documentation for Planned Maintenance Agreements provided by Account Executives and Department Leaders
• Create Planned Maintenance Agreements and billing schedules within the COINS software database
• Set-up and manage Planned Maintenance contract job files
• Maintain and update asset data for Planned Maintenance Agreements
• Review Maintenance Agreements Quarterly / Annually to confirm performance, budget constraints and ensure compliance with contractual obligations
• Generate and distribute Planned Maintenance renewal letters
• Work with the Warehouse Manager to organize and procure monthly filter orders
• Work closely with Service Coordinators and Field Supervisors to ensure the Field Team has been provided with all required documentation
• Manage Planned Maintenance contracts in customer portals
• Weekly Market Recovery tracking
• Aid Account Executives, Dept Managers and Project Managers with bid preparation, submittal activity, project file organization, pre-qualification requirements, etc.
• Initiate and coordinate Prevailing Wage/Certified Payroll requirements for projects, as needed
• Secure bid bonds, letter of surety, and insurance requirements during the bidding process
• Assist, as needed with PO entry / reconciliation / coordination within the department
• Other related duties as assigned or needed

Qualifications

• Excellent interpersonal and communication skills
• The ability to manage multiple tasks and deadlines
• Previous construction industry experience is preferred

Key Competencies

• Initiative
• Communication
• Teamwork
• Time Management

PREFERRED EDUCATION And/or EXPERIENCE

• 5+ years related experience
• High School diploma required
• College degree preferred

Knowledge

• Knowledge of the HVAC Service/Construction industry and contract documentation

Computer Skills

• Demonstrated proficiency in Microsoft Office applications (i.e., Outlook, Word, and Excel)
• Proficiency with Adobe or Bluebeam PDF software suite
• COINS software experience is preferred but not required

Required Attributes

• Integrity, honesty, professionalism, and commitment to company values
• Self-motivated and able to work efficiently in a fast-paced environment
• Excellent organizational, communication, strategic, technical, analytical, problem solving, and multi-tasking skills
• High standards of quality with attention to detail
• Build positive working relationships with multiple levels of employees, management, suppliers, and customers

WORK ENVIRONMENT

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job
• The noise level in the work environment is usually moderate to loud

PHYSICAL DEMANDS

• Sit, see, talk, and hear
• Use hands to finger, handle, or feel objects, tools, or controls
• Straighten, bend, twist, squat, kneel, crouch, or crawl
• Lift and/or move up to twenty-five (25) pounds
• Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus

Notice to Prospective Employees

• There have been fraudulent postings and emails regarding job openings
• EMCOR Group and its companies list open positions here
• Please check our available positions to confirm that a post or email is genuine
• EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services