Service Contract Coordinator

GE Mechanical; Vineland (NJ); On-site; USD 45,000 - 65,000; Full time

Job summary

G.E. Mechanical, LLC is seeking a Service Contract Coordinator to support the Service Division by managing preventive maintenance agreements, coordinating contract work, assisting customers, supporting technicians, maintaining service records, and ensuring timely billing and reporting.

This role serves as a key liaison between customers, service technicians, management, finance, vendors, and internal teams to promote customer satisfaction, operational efficiency, and profitable contract

Qualifications

• High School diploma or GED with 2 years’ service contract/maintenance administration experience.
• Strong verbal and written communication, organizational skills, and attention to detail.
• Proficiency with Microsoft Office applications and service-related software systems.

Responsibilities

• Serve as a customer contact for service contract inquiries and coordinating follow-up communications.
• Maintain and monitor preventative maintenance service agreements, including terms, frequencies, renewal timelines, and documentation.
• Coordinate scheduling of preventive maintenance and service work with management, dispatch, technicians, customers, and internal departments.
• Prepare renewal proposals and service quotations for management review and approval.
• Assist technicians with administrative support, contract details, work orders, and parts/purchase order coordination.

Skills

Customer service

Communication

Organizational skills

Microsoft Office

Education

High School diploma

2 years experience

Tools

CRM systems

Service management platforms

Dispatching software

Dynamics 365

Job description

G.E. Mechanical, LLC offers you more than just a salary and more of what makes life exciting and interesting. Beyond a competitive base salary with medical, vacation, holiday, and 401(k) benefits package. G.E. Mechanical offers you the opportunity to run your own projects, control the daily decisions that accompany any job and unlimited growth opportunities. Our team is our greatest asset. We want you to be the one who helps take us to the next level. If you’re looking for more out of your career, for more out of life , then it’s time to break-out of your comfort zone and apply today.

G.E. Mechanical, LLC. is a full-service mechanical contractor founded in 1984 by Gary E. Forosisky. Over the last 40+ years we have grown into one of the leading mechanical service providers in our region. Our specialties include HVAC, Refrigeration, Plumbing, Drain Cleaning, Environmental and Vacuum Truck Services, Emergency Underground Repairs, as well as Septic Pumping and Lift Stations. With locations in both Vineland and Cranbury, we are well positioned to provide 24/7 mechanical services to all of New Jersey, as well as Eastern Pennsylvania, and Northern Delaware. Our customers include a wide variety of building owners, contractors, industrial production facilities, commercial enterprises, municipal and government entities, and property managers. In addition to our Emergency Services, we also provide Design and Build Services, Construction Management, and Preventative/Reactive/Predictive Maintenance Programs.

POSITION OVERVIEW:

The Service Contract Coordinator supports the Service Division by managing preventative maintenance agreements, coordinating service contract work, assisting customers, supporting technicians, maintaining service records, and helping ensure timely billing and reporting. This role serves as a key point of coordination between customers, service technicians, management, finance, vendors, and internal team members to promote customer satisfaction, operational efficiency, and profitable contract performance.

RESPONSIBILITIES:

• Serve as a customer support contact for service contract inquiries, scheduling questions, service concerns, and follow-up communication to promote a high level of customer satisfaction
• Maintain and monitor preventative maintenance service agreements, including contract terms, service frequencies, upcoming service dates, renewal timelines, expiration dates, files, and related documentation
• Coordinate scheduling of preventative maintenance and service contract work in collaboration with service management, dispatch, technicians, customers, and internal departments
• Prepare renewal proposals and service agreement quotations for review and approval by management
• Assist technicians with administrative support, customer information, contract details, work order documentation, parts ordering, purchase order coordination, and technical or job-related information as needed
• Coordinate parts ordering, delivery timelines, and work order releases to ensure service contract work can be scheduled and completed efficiently
• Maintain accurate customer records, contract records, service files, work order information, and related service documentation
• Generate and provide reports to management regarding contract status, preventative maintenance completion, service performance, order backlog, deferred revenue, renewal activity, and related service department metrics
• Collaborate with service and finance department personnel to support accurate billing, invoicing, payment processing, cost tracking, and contract administration
• Ensure service contract work is completed in accordance with contract terms and company standards to support customer satisfaction, quality, and compliance
• Maintain an organized workspace and properly file documents, updates, and product or service information
• Work with management to meet company goals, department priorities, and service contract deliverables

MINIMUM QUALIFICATIONS:

Education/Experience:

High School diploma or GED and two (2) years’ experience with service contract administration, maintenance administration, HVAC service coordination, dispatching, customer service, or related experience. Must possess strong verbal and written communication skills to effectively interact with customers, technicians, vendors, management, and internal team members. Must demonstrate strong organizational skills, attention to detail, customer service orientation, problem-solving ability, and proficiency with Microsoft Office applications and service-related software systems.

Preferred Qualifications

• HVACR, plumbing, mechanical service, or preventative maintenance agreement experience
• Basic understanding of HVAC systems, equipment, terminology, and service workflow
• Experience with dispatching software, CRM systems, work order systems, purchasing systems, or service management platforms
• Proficiency in Microsoft Word, Excel, and Outlook; Dynamics experience a plus
• Ability to multitask, prioritize schedules, and adapt to changing service needs in a fast-paced environment
• Ability to work as a team player and maintain positive relationships with customers, technicians, vendors, and internal departments

G.E. Mechanical, LLC is an Equal Opportunity/Affirmative Action Employer with a strong commitment to the achievement of excellence and diversity among its workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.