Service Agreement Administrator Position Available In Mecklenburg, North Carolina

Service Agreement Administrator Hoffman & Hoffman Inc – 3.3

Charlotte, NC Job Details Full-time Estimated:

$53K – $68.6K a year 15 hours ago Benefits 401(k) Employee stock ownership plan Qualifications Management Mid-level 3 years HVAC Accounting Mechanical knowledge

Full Job Description Job Title:

Service Agreement Administrative Coordinator FLSA Status:

Full Time, Non-Exempt, eligible for overtime Reports to:

Service Agreement Administrative Manager Position Purpose:

Provide administrative support for Service Agreement Administrative Manager by assisting with data entry for old and new service agreement accounts, collecting inspection documents and distribute to customers as well as assist with the day-to-day office operations, as needed. Employment at

Will:

Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration. Hoffman Mechanical Solutions, a division of Hoffman & Hoffman, Inc., is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Essential Duties and Responsibilities :

Manage non-key customers Prepare and review the final copy of Service proposals Create and maintain service agreement workbooks. Create manpower spreadsheet for each area. Review and activate service agreements and warranties. Set up warranties and set up amortization schedule, set up equipment information. Set up financial reports for renewals before sending to sales team or operations managers. Prepare the master summary service agreement list monthly. Manage service rate templates and update as necessary. Create preventive maintenance work orders per the service agreement schedule. Manage service agreement renewal proposals and submit to the customer. Track and manage expiring service agreements. Create invoices for the service agreements and bill the customer according to the schedule. Distribute invoices to customers. Manage amendments to the scope of work and contract price. Update the proposal and service agreement templates. Set up and manage block of hour service agreements. Prepare and distribute service agreement WIP reports. Prepare bids as needed. Create inspections forms in Service Pro and set up tasks in the inspection sheet. Setup new standard task and serviceable items class, as needed. Less than 10% travel to customer sites Prepare, extract, organize, information in digital form. Back-up Service Agreement Admin Assistant as needed. Answer/transfer inbound calls. Assist remote employees with access to field information. Update notes and contact information in ViewPoint. Interact with both internal and external customers. Provide information when needed that can be used for managerial reports, financial statements, strategic planning and decision making. Perform basic bookkeeping services (setting up new customers, sites, vendors, processing inspection reports, etc). Other tasks as required by management

Education and Experience:

Post Secondary degree preferred 3+ years of work experience in a related field or in administrative/clerical and the drive to learn Mechanical service/HVAC industry experience preferred Service management or accounting system experience a plus Job Expectations Arrives for work on time and begins to work immediately Communicate effectively and clearly verbally and written Perform work accurately and thoroughly Dependable and trustworthy Utilize the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods Effectively at building relationships and communicating with customers and co-workers Keeps work area neat and organized Ability to successfully prioritize work and time Prior to scheduled time off, completes all work including last-minute incoming mail and scheduling needs Earns and maintains the confidence of customers, service technicians, sales engineers, other sales teams, co-workers, and manufacturers Displays enthusiasm and desire to get the job done promptly and accurately Understands that interaction with service technicians and customers will be critical Detailed oriented and able to identify order inconsistencies, errors and omission

Physical Demands Standing:

Occasionally Walking:

Occasionally Sitting:

Frequently Handling/Fingering:

Frequently Reaching Outward:

Frequently Bending:

Frequently Pushing/Pulling 12 lbs or less: Frequently Lifting/Carrying 10 lbs or less: Frequently Lifting/Carrying 11-20 lbs:

Occasionally Reaching Above Shoulder:

Occasionally Squatting/Kneeling:

Occasionally Environment:

The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building. Some work may be required for short periods of duration in a non-air-conditioned environment.

Reasonable Accommodations Statement:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. We are 100% employee-owned through an Employee Stock Ownership Plan (ESOP). This is a retirement benefit for our employees that is wholly paid for by the company in addition to 401(k) options for employee contributions. There are approximately 7,000 ESOPs in the United States, governed by the IRS and the U.S. Department of Labor. Research indicates that ESOP companies tend to grow faster in sales and employment. ESOP employees tend to have 2.2 times as much in retirement savings as employees in traditional companies. This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.