Maintenance Contract Coordinator

Shoppa's Material Handling; Fort Worth (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

Shoppa’s Material Handling is seeking a Contract Coordinator to enter and update maintenance contracts for the service and sales teams. The role also creates asset models in the ERP system, audits data, and ensures timely follow-up to meet customer expectations and internal timelines.

Key duties include opening PM work orders, setting up contract objects, and handling FM billing, PM removals, and fleet-related work.

Qualifications

• Attention to detail and data analysis skills are crucial.
• Experience with maintenance contracts and billing processes is preferred.
• Ability to generate and audit contract data and revenue reporting.

Responsibilities

• Create and monitor all FM, PM, and 360+ contracts across Texas locations.
• Open all PM work orders at the beginning of each month.
• Create models and base model descriptions for the sales team as needed.
• Create and setup objects to ensure revenue is generated and reported properly.
• Setup service actions for equipment objects on maintenance and rental contracts.
• Create all service vehicles for 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 contract for pending expirations and removals.
• Process PM removal requests through the proper channels.
• Generate rental PMs as needed based on information provided by rental department.

Skills

Attention to detail

Data analysis

Customer service

Tools

ERP software

Mapping software

Job description

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.

Job Summary

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

Essential Functions

• 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 setup all objects to ensure revenue is generated and reported properly.
• Setup service actions for equipment objects on maintenance and rental contracts.
• Create all service vehicles for 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 contract for pending expirations and removals.
• Process PM removal requests through the proper channels.
• Generate rental PMs as needed based on information provided by rental department.

Qualifications

• Audit rental PMs as needed to ensure accurate data and to 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.
• All other duties & special projects as assigned.

Physical Demands And Working Conditions

The physical demands and working conditions requirement indicated below are examples of the demands that must be performed in carrying out the essential job functions.

Physical Demands

Office employees typically sit for long periods and perform tasks that require fine motor skills, such as typing or using a mouse. They may occasionally stand, walk, or lift up to 30 pounds, like files or office supplies. The work environment is climate-controlled with moderate noise, and employees

Working Conditions:

Work indoors and outdoors; exposure to temperatures commensurate with outdoor seasonal temperatures.

Shoppa’s Material Handling is an Equal Opportunity Employer, including disabled/veterans”; (b) “EOE/Disability/Vets”; or (c) “Shoppa’s provides equal employment opportunities to applicants and employees without regard to race; color; sex; gender identity; sexual orientation; religious practices and observances; national origin; pregnancy, childbirth, or related medical conditions; status as a protected veteran or spouse/family member of a protected veteran; or disability.