Contract Service Coordinator

Aston Carter•Rocky Hill, CT

11d•$28•Onsite

About The Position

The Contract Service Coordinator is a key member of the Service Department, providing clerical and administrative support across multiple divisions. This role manages the implementation of Planned Maintenance Agreements and assists with contract processing during and after the bid cycle. The ideal candidate is self‑directed, detail‑oriented, and able to multitask in a fast‑paced environment.

Requirements

Experience in contracts and billing.
Strong administrative and clerical skills.
Proficiency in MS Office Suite.
Accuracy in data entry and customer service.

Nice To Haves

Experience with COINS software is a plus.

Responsibilities

Review and process contract turnover documentation for Planned Maintenance Agreements.
Create Planned Maintenance Agreements and billing schedules within the COINS software database.
Set up and maintain Planned Maintenance contract job files.
Update and manage asset data for Planned Maintenance Agreements.
Review agreements quarterly/annually to confirm performance, budget compliance, and contractual obligations.
Generate and distribute renewal letters for Planned Maintenance contracts.
Coordinate monthly filter orders with the Warehouse Manager.
Collaborate with Service Coordinators and Field Supervisors to ensure field teams have required documentation.
Manage Planned Maintenance contracts in customer portals.
Track weekly Market Recovery activity.
Support Account Executives, Department Managers, and Project Managers with bid preparation, submittals, project file organization, and pre‑qualification requirements.
Initiate and coordinate Prevailing Wage/Certified Payroll requirements as needed.
Secure bid bonds, letters of surety, and insurance requirements during the bidding process.
Assist with purchase order entry, reconciliation, and departmental coordination.
Perform other related duties as assigned.