Service Contracts and Logistics Coordinator

Cadwell•Kennewick, WA

12d

About The Position

The Service Contracts and Logistics Coordinator manages the full lifecycle of Cadwell’s CadCare service contracts and coordinates commercial logistics for the sales team. The role generates quotes, enters new and renewal contracts, and sends renewal quotes at least 90 days before expiration to support contract retention. It also processes ownership changes for Cadwell products and manages demo, evaluation, loaner, and electrode sample requests. The coordinator works closely with Sales, Finance, Operations, and, as needed, Legal to provide accurate and timely service to customers and internal teams. The position maintains contract, renewal, customer ownership, and logistics records across Cadwell’s ERP and CRM systems; coordinates equipment shipments, scheduling, and returns; and supports quoting, order completeness, and smooth handoffs. It also reports on renewals, documents standard operating procedures, identifies workflow improvements, and assists with related projects, audits, and initiatives. This is a general office position involving extensive computer and telephone use. Assigned shifts cover department hours of 6:30 a.m. to 5:00 p.m.; overtime may be required to meet business needs. The salary range is $20–$25 USD.

Requirements

Associate degree in a related field, or an equivalent combination of education and experience.
At least two years of experience in contract administration, order entry, sales operations, or customer service.
Pleasant, positive, patient, and helpful customer service skills.
Clear and professional listening, speaking, and writing skills.
Strong business math skills and ability to read and interpret contracts, data, and reports.
Proficiency with MS Office and Google applications, particularly spreadsheets, as well as query tools, ERP, and CRM systems.
Understanding of service contract terms, including coverage periods, renewals, and assignments, and ability to recognize when to escalate questions to Finance or Legal.
Ability to work independently and effectively as part of a team while adapting to changing requirements, deadlines, and priorities.
Ability to manage competing priorities between scheduled contract work and time-sensitive logistics requests without missing renewal deadlines.
Ability to develop knowledge of Cadwell product lines, CadCare service offerings, and how equipment, electrodes, and accessories are used by clinicians, and to ask appropriate questions to assist customers.
Attention to detail, an organized approach to work, effective time management, and follow-through.
Ability to work assigned shifts covering department hours of 6:30 a.m. to 5:00 p.m.; overtime may be required to meet business needs.

Nice To Haves

Bachelor’s degree.

Responsibilities

Generate accurate CadCare contract quotes for new customers and renewals, including multiyear terms and bundled service offerings, in accordance with approved pricing guidelines.
Enter and process CadCare contract orders in Cadwell’s ERP and CRM systems accurately and promptly.
Maintain the CadCare renewals pipeline and send renewal quotes no less than 90 days before contract expiration.
Identify systems approaching warranty expiration without CadCare coverage and prepare quotes to prevent coverage gaps.
Coordinate with Finance to ensure contracts are invoiced accurately and on schedule.
Route customer requests for nonstandard contract terms to Legal for review.
Maintain accurate contract and renewal records and data integrity across systems.
Report on expiring contracts, renewal status, and renewal rate to commercial leadership.
Coordinate shipment, scheduling, and return of demo, evaluation, and loaner equipment; track overdue returns and communicate with Sales and customers.
Coordinate delivery of electrode and accessory samples, track requests, and maintain accurate records in ERP and CRM systems.
Process ownership changes resulting from acquisitions, mergers, legal entity changes, and equipment transfers.
Verify serial numbers, obtain required customer documentation, and update installed base, warranty, software license, and CadCare records for ownership changes.
Coordinate with Finance and Legal as needed for ownership changes.
Coordinate with Sales to support quoting and logistics needs, ensure order completeness, and facilitate smooth handoffs.
Communicate order status, confirmations, and documentation to customers and internal stakeholders.
Identify inefficiencies in quoting, renewals, ownership change, and logistics workflows and propose actionable improvements.
Document and maintain standard operating procedures for CadCare contracts, renewals, ownership changes, and commercial logistics.
Assist with special projects, audits, and initiatives related to CadCare program growth and operational excellence.
Perform other duties as assigned.