HVAC Contract Administrator & Customer Service Lead

New England Mechanical Services, Inc.; South Windsor (CT); On-site; USD 68,000 - 73,000; Full time

Job summary

New England Mechanical Services, Inc. in South Windsor, CT is seeking a detail-oriented Customer Service-Contract Administrator to join our on-site team.

You will support HVAC service agreements from review to execution, maintain customer records, and ensure compliance with contract terms across the lifecycle. In this role you will collaborate with Sales, Operations, and Leadership to drive accuracy, data integrity and timely renewals while delivering exceptional service to internal and external

Qualifications

• Associate degree (2-year) required.
• Minimum of 5 years of progressively responsible administrative experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, Teams, Microsoft Dynamics.

Responsibilities

• Serve as the primary administrative support resource for HVAC service agreements and contract-related activities.
• Review, validate, and process new service agreements, ensuring accuracy and completeness.
• Enter and maintain contract information within our ERP system and Microsoft Dynamics platform.
• Partner closely with Sales, Operations, Vice Presidents, and Branch Managers to support contract execution and business objectives.
• Track agreement sales, renewals, amendments, and customer-specific requirements.
• Maintain accurate records of contractual obligations, asset inventories, terms and conditions, and customer documentation.
• Manage purchase orders and ensure all necessary supporting documentation is received and properly filed.
• Monitor contract changes, updates, and renewals while maintaining data integrity across systems.
• Communicate proactively with customers and internal stakeholders to resolve discrepancies, obtain missing information, and ensure seamless customer experience.
• Support continuous process improvement efforts and contribute to operational excellence through consistent execution of established procedures.

Skills

Strong organizational skills

Time management

Excellent verbal and written comunicat

Customer-focused mindset

Problem-solving

Education

Associate degree

Tools

Microsoft Office Suite

Microsoft Dynamics

Job description

New England Mechanical Services, Inc. in South Windsor, CT is seeking a detail-oriented Customer Service-Contract Administrator to join our on-site team.

You will support HVAC service agreements from review to execution, maintain customer records, and ensure compliance with contract terms across the lifecycle. In this role you will collaborate with Sales, Operations, and Leadership to drive accuracy, data integrity and timely renewals while delivering exceptional service to internal and external