POSITION SUMMARY

Island Temperature Controls is looking for a highly organized and detail-oriented Contracts Coordinator to join our high-performing team. This role is responsible for managing service contracts from creation through renewal, ensuring accuracy in documentation, scheduling, invoicing, and reporting. The Contracts Coordinator plays a key role in coordinating between customers, technicians, and management to ensure maintenance obligations are met and client satisfaction is achieved.

REQUIRED SKILLS AND ABILITIES

· Previous experience in contract administration, service coordination, or HVAC/DDC industry support preferred.
· Strong organizational skills with the ability to manage multiple priorities and deadlines.
· Excellent attention to detail and accuracy in documentation.
· Proficiency in MS Office (Excel, Word, Outlook); experience with ERP/FMS software an asset.
· Strong written and verbal communication skills.
· Customer service–oriented with the ability to build and maintain professional relationships.
· Able to solve problems, think creatively to identify issues and implement lasting solutions.
· Role is required to be onsite full time. No remote work.
Job Types: Full-time, Permanent
Pay: From $30.00 per hour
Expected hours: 40 per week

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Vision care

Work Location: In person
Expected start date: 2025-09-0

Contract Administration
· Prepare, send, and follow up on maintenance quotes.
· Create new service contracts, including equipment listings and billing amounts.
· Review completed customer maintenance reports to ensure recommendations are documented and up to date.
· Track and monitor changes to customer equipment and update records accordingly.
· Conduct maintenance contract renewal reviews and coordinate renewals with customers.
Scheduling & Dispatch
· Create batch of upcoming monthly maintenance work orders.
· Dispatch technicians for scheduled maintenance work.
· Collaborate with the Maintenance Manager to track and report on maintenance jobs status.
· Answer customer questions regarding service dates and maintenance scope.
Financial Administration
· Review and validate regular contract invoicing.
· Ensure accurate billing in line with service agreements and contract adjustments.
· Answer customer questions regarding billings.
Reporting & Metrics
· Collect and maintain contract-related data for reporting.
· Provide regular updates and metrics to management on contract status, maintenance progress, and customer recommendations.