Service Contracts and Logistics Coordinator

Cadwell•Kennewick, WA

13d•$20 - $25

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 renewals at least 90 days before expiration to support contract retention. It also processes ownership changes for Cadwell products and coordinates demo, evaluation, loaner, and electrode sample requests in collaboration with Sales, Finance, and Operations. The coordinator maintains accurate contract, renewal, customer, and equipment records across ERP and CRM systems; works with Finance on accurate, timely invoicing; and routes nonstandard contract terms to Legal. The role supports customers and internal stakeholders by communicating order status and documentation, coordinating handoffs, documenting standard operating procedures, identifying workflow improvements, and assisting with related projects, audits, and initiatives. This position works assigned shifts to cover department hours of 6:30 a.m. to 5:00 p.m. Overtime may be required to meet business needs. General office work may involve a range of physical activities, and the role requires extensive computer and telephone use.

Requirements

Associate degree in a related field, or an equivalent combination of education and experience.
Two or more 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 the 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 knowing when to escalate questions to Finance or Legal.
Ability to work independently and effectively as a team member 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.
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.
Ability to use a computer and telephone extensively.
Ability to meet the physical requirements described for general office positions, including lifting and carrying up to 20 pounds and performing activities such as reaching, bending, stooping, squatting, crawling, kneeling, pushing, pulling, standing, and walking.

Nice To Haves

Bachelor’s degree.
Knowledge of Cadwell product lines, CadCare service offerings, and how equipment, electrodes, and accessories are used by clinicians.

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.
Track upcoming contract expirations and send renewal quotes at least 90 days before 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 expiring contracts, renewal status, and renewal rates to commercial leadership.
Coordinate shipment, scheduling, and return of demo, evaluation, and loaner equipment; track overdue returns and communicate with Sales and customers.
Coordinate electrode and accessory sample deliveries, track requests, and maintain records in ERP and CRM systems.
Process product ownership changes resulting from acquisitions, mergers, legal entity changes, and equipment transfers.
Verify serial numbers and obtain required customer documentation for ownership changes.
Update installed base, warranty, software license, and CadCare records, coordinating with Finance and Legal as needed.
Coordinate with Sales to support quoting and logistics, ensure orders are complete, and facilitate smooth handoffs.
Communicate order status, confirmations, and documentation to customers and internal stakeholders.
Identify inefficiencies in quoting, renewals, ownership changes, 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.