Maintenance Contract Coordinator

Family owned and operated since 1981, Shoppa’s Material Handling is one of the fastest growing and most successful material handling dealerships in the United States. We are proud to be an authorized dealer of Toyota Material Handling—the bestselling forklift brand in the world and a recognized leader in quality, durability, safety, and innovation. Through our nine locations across Texas and Kansas City, MO, we provide a comprehensive array of products, services, and integrated systems that help our customers streamline the storage and movement of their goods.

About the role

The Contract Coordinator is responsible for entering and updating maintenance contracts on behalf of the service and sales team. This role also handles the creation of individual assets and equipment models in the ERP software. Maintaining and auditing the accuracy of this data is crucial. Attention to detail and data analysis skills are essential for success. The Contracts Coordinator must provide timely follow-up to meet customer expectations and internal turnaround times. This role represents Shoppa’s Material Handling and requires professionalism, a great attitude, strong communication skills, and outstanding customer service.

Responsibilities

• Create and monitor all FM, PM, and 360+ contracts across all Texas locations.
• Open all PM work orders across all Texas locations at the beginning of each month.
• Create all models and base model descriptions for the sales team as needed.
• Create and set up all objects to ensure revenue is generated and reported properly.
• Set up service actions for equipment objects on maintenance and rental contracts.
• Create all service vehicles for the fleet department.
• Process accurate and timely FM billing/invoicing each month for existing FM contracts.
• Process power-by-the-hour billing for specific accounts as needed.
• Review and approve pass-through FM billing and submit to the AP department for payments on contracts.
• Monitor and audit FM contracts for pending expirations and removals.
• Process PM removal requests through the proper channels.
• Generate rental PMs as needed based on information provided by the rental department.
• Audit rental PMs to ensure accurate data and reduce potential dry runs.
• Provide ELC support specific to object setup and contract setup across all locations.
• Review and approve commissions being paid out for maintenance agreements.
• Provide data and equipment lists to the sales team as needed and requested.
• Monitor and perform regular audits of FM repairs with the support of the leadership team.
• Use available data and mapping software to assign service zones and Technicians to unassigned customers and/or contracts.
• Review internal and customer-supplied documentation for accuracy and completeness.
• Perform all other duties and special projects as assigned.

Qualifications

While specific qualifications are not listed, the role requires strong attention to detail, data analysis skills, and the ability to manage multiple tasks efficiently. Proficiency in ERP software and experience with contract management are highly beneficial.

Physical Demands and Working Conditions

• Office employees typically sit for long periods and perform tasks requiring fine motor skills, such as typing or using a mouse.
• May occasionally stand, walk, or lift up to 30 pounds (e.g., files or office supplies).
• Work environment is climate-controlled with moderate noise.
• Work indoors and outdoors; exposure to temperatures commensurate with outdoor seasonal conditions.