Contract Renewal Coordinator

John W Danforth Company • Victor, NY

100d • $40,000 - $50,000

About The Position

Come join John W. Danforth Company, one of the largest mechanical contractors in the Northeast! We are an employee-owned company and believe our greatest asset is our people. We are looking for team members who are passionate about delivering industry-leading experiences to our customers and supplying turn-key solutions for any HVAC, refrigeration, critical environment, custom metal fabrication, energy performance, or specialty mechanical project. As a Service Contract Renewal Coordinator, you will play a key role in ensuring our service and maintenance contracts run seamlessly. This position focuses on three main areas: contract coordination, including renewals, scheduling, and compliance; customer communication, ensuring timely updates, accurate documentation, and professional support; and financial administration, assisting with billing, reporting, and performance tracking. Are you organized, detail-oriented, and skilled at building relationships? Do you enjoy problem-solving, communicating with customers, and supporting a team-driven environment? If so, we invite you to join our team as a Contract Administrator!

Requirements

• Associate’s degree in business, accounting, or a related field preferred.
• 2–3 years of administrative or contract coordination experience, ideally in a service or construction environment.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with business or ERP software is a plus.
• Proven ability to work collaboratively across teams and departments.
• Integrity, enthusiasm, and professionalism when representing the company.

Responsibilities

• Administer and coordinate HVAC and plumbing service and maintenance contracts, ensuring compliance and timely execution.
• Maintain accurate records of active contracts, renewals, and service schedules.
• Collaborate with service managers, dispatchers, and technicians to meet all contractual commitments.
• Communicate effectively with clients, providing updates, responding to inquiries, and ensuring a positive experience.
• Support billing and financial tracking, ensuring accuracy and timely processing.
• Prepare reports and assist with forecasting and budgeting related to service contracts.
• Maintain documentation and support compliance efforts, including audits and inspections.

Benefits

• Medical, dental, disability, and life insurance.
• 401(k) and ESOP with generous profit-sharing/matching contributions.
• Competitive PTO, holidays, and other financial incentives.

What This Job Offers

• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees