Maintenance Agreement Coordinator

ACCO Engineered Systems; Pasadena (CA); On-site; USD 30,000 - 40,000; Full time

Job summary

ACCO Engineered Systems in Pasadena is seeking a detail-oriented administrative professional to book and process service maintenance agreements, changes, and cancellations. You will maintain the IFS system and support sales with maintenance tasks in a fast-paced environment.

Qualifications include a HS diploma, 2–3 years in contracted services, strong Excel/Word skills, and the ability to multitask under pressure. Excellent written and oral communication are required.

Qualifications

• HS Diploma or equivalent.
• 2-3 years' experience in a contracted service industry preferred.
• Knowledge and experience with financial software systems.
• Computer skills with Microsoft Excel and Microsoft Word preferred.
• Well organized and ability to multitask.
• Ability to handle pressure and hectic pace.
• Good written and oral communication skills.

Responsibilities

• Book new maintenance agreements into the IFS service system.
• Assist sales with maintenance agreement issues regarding tasking, estimating, booking and canceling as required.
• Implement maintenance agreement changes to existing agreements.
• Process maintenance agreement cancellations.
• Maintain IFS maintenance tasking database.
• Log, track and communicate maintenance agreement additions and changes for sales incentive and reporting purposes.
• Create maintenance invoices and tickets monthly.
• Process maintenance agreement escalations as directed by Service Sales Personnel.
• Accurately maintains IFS master files for locations, equipment and contacts.
• Other duties as assigned by supervisor or upper management.

Skills

Multitasking

Communication

Organizational

Pressure management

Education

HS Diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

IFS system

Job description

JOB SUMMARY:

Under the direction of the Business Processes Manager with day-to-day direction for the Maintenance Agreements Supervisor, this position is responsible for the booking/processing of service maintenance agreements, changes and cancellations and the maintenance of the service tasking data base for Facility Services, Southern Region.

ESSENTIAL FUNCTIONS:

• Responsible for "booking" all new maintenance agreements into the IFS service system.
• Assist sales with maintenance agreement issues regarding tasking, estimating, booking and canceling as required.
• Implement maintenance agreement changes to existing agreements.
• Process maintenance agreement cancellations.
• Maintain IFS maintenance tasking database.
• Log, track and communicate maintenance agreement additions and changes as necessary for sales incentive and reporting purposes.
• Create maintenance invoices and tickets monthly.
• Process maintenance agreement escalations as directed by Service Sales Personnel
• Accurately maintains IFS master files for locations, equipment and contacts
• Other duties as assigned by supervisor or upper management.

EDUCATION AND EXPERIENCE:

• HS Diploma or equivalent
• 2-3 years' experience in a contracted service industry preferred
• Knowledge and experience with financial software systems.
• Computer skills with Microsoft Excel and Microsoft word preferred.
• Well organized and ability to multitask.
• Ability to handle pressure and hectic pace.
• Good written and oral communication skills.

ACCO COMPETENCIES:

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

PHYSICAL REQUIREMENTS:

(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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include Close vision and Distance vision.
• While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of filling photocopier/printers).
• The employee is occasionally required to reach above shoulder height to access storage cabinets and mail cubicles.

HOURS:

Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.

TRAVEL:

O - 5% of the time to and from the assigned office location to regional branch offices and/or to project/customer site(s).

COMPETITIVE WAGES:

$22.60 - $29.81 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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