HVAC Service Contracts Administrator | Customer Ops Support

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

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) plan

Life insurance

Disability insurance

Health savings account

Flexible spending account

Employee assistance program

Job summary

New England Mechanical Services, Inc. seeks a detail-oriented Contract Administrator to join our South Windsor HQ on-site. This role connects Sales, Operations and Leadership to ensure accurate contract administration and compliant execution of HVAC service agreements.

You will review and process new contracts, maintain customer records in our ERP and Microsoft Dynamics systems, and manage documentation and renewals to support revenue growth and customer satisfaction.

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.
• Experience working within an ERP system.
• Strong organizational, prioritization, and time management skills.
• Excellent verbal and written communication abilities.
• Demonstrated ability to manage multiple deadlines while maintaining accuracy and attention to detail.
• Customer-focused mindset with strong follow-up and problem-solving skills.

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

Organizational skills

Communication skills

Detail-oriented

Time management

Customer-focused

Education

Associate degree (2-year)

Tools

Outlook

Excel

Word

Teams

Microsoft Dynamics

ERP system

Job description

New England Mechanical Services, Inc. seeks a detail-oriented Contract Administrator to join our South Windsor HQ on-site. This role connects Sales, Operations and Leadership to ensure accurate contract administration and compliant execution of HVAC service agreements.

You will review and process new contracts, maintain customer records in our ERP and Microsoft Dynamics systems, and manage documentation and renewals to support revenue growth and customer satisfaction.