Contract Administrator

At Haynes Mechanical Systems, we have spent over 53 years building a company that we can be proud of - a company that focuses on working together with our customers to provide solutions to their heating, ventilation and air conditioning needs.

We are a fast growing commercial HVAC, building automation and energy services company. Our culture is one that exemplifies achieving excellence in everything we do. We are collaborative and work towards the best result for our customers. Our culture is based on four ideals: family owned, focus on our associates, dedication to our customers, and continuous improvement.

With locations in Denver, Fort Collins, Colorado Springs, and Phoenix we have many opportunities available. Standard work days are M-F, with occasional on-call after hours. This position is expected to work in excess of 40 hours per week during periods of high demand periods

Competitive benefits package:

• 
  Medical
• Dental
• 401K - Matched
• Paid Time Off
• Paid Holidays
• Gym and Fitness Reimbursement
• Taxi Vouchers
• Company Events
• AND MORE!!

REQUIREMENTS:

• 
  At least 3 years of experience working with contracts is preferred.
• Experience with Microsoft Dynamics/Key2Act is preferred.
• Understanding basic Accounting practices.
• A demonstrated knowledge of Microsoft Word and Outlook is required; intermediate Excel skills are required.
• Ability to work under deadlines and to successfully handle competing priorities efficiently and effectively.
• Exceptional grammar and written communication skills required.
• Must be detail-oriented and accurate.
• Regular and punctual attendance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties and special projects may be assigned by the Manager, however below is an overall summary of Contract Administrator duties:

Job Knowledge and Technical Skills:

• Enter and implement all new agreements: includes entering of equipment, tasking, input additional comments and spend plans
• Submits Preventive Maintenance (PM) frequency plan and creates log books
• Submit all additions, deductions, and inactivation of agreement paperwork and deemed tasks
• Track all new PMs and contracts until initial PM is completed and documentation has been received
• Coordinate and process the renewal of all agreements
• Task, monitor, review, and submit all oil, vibration, refrigerant and eddy current analysis reports to internal and external customers
• Update maintenance contracts and tasking as necessary to ensure records are accurate (this includes any related spreadsheets)
• Print all month end reports as directed by Agreement Manager
• Research invoicing and accounting issues as directed by the Agreement Manager
• Research causes for varied spending in budget as directed by Agreement Manager
• Attend to contract related filing
• Fill in coverage for the Front Desk Receptionist

Customer Service:

• Manage correspondence to and from customers (both internal and external)
• Build good working relationships with internal and external customers
• Attend offsite meetings if required
• Provide backup to the Dispatch Department as needed
• Other duties as assigned

Communication and Interpersonal Skills:

• Coordinate and execute monthly and quarterly customer reviews and meetings
• Update and maintain team portal sites

Accountability:

• Ensure that all C.A.R.E action items are completed in relation to contracts
• Review all monthly contract billings
• Track all subcontractors’ contract work and provide recommendations if necessary
• Participate in regularly scheduled meetings to account for completion of assigned duties

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

• Customer service focused- the individual has the ability to influence and drive customer satisfaction, possesses the proper judgment to escalate procedures when an emergency arises to meet the customer’s needs.
• Positive attitude- this person must have an upbeat and optimistic attitude when dealing with customers and fellow employees.
• Time management- able to develop processes and tools that helps them to be more productive and efficient in day-to-day activities.
• Oral communication- individual speaks clearly and is professional in positive or negative situations.
• Written communication- the individual edits work for spelling and grammar, presents numerical data accurately and is able to read and interpret written information.
• Organizational skills- the individual prioritizes and plans work activities and uses time effectively.
• Task oriented- this individual should recognize the importance of focusing on the completion of particular tasks as a measure of success.
• Independence- the individual must have the ability to complete projects individually as well as make decisions without influence from others.
• Attentiveness - the individual explores the topic or issue at hand, as well as reasons behind it and issues surrounding it.
• Quality focused- demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; offers feedback to improve performance; monitors own work to ensure quality.
• Follow through- this individual will follow up and follow through with processes and procedures set by the company.
• Multi-tasking - the individual must be able to work on multiple projects simultaneously.
• Team work – able to balance team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to see a computer screen and operate a keyboard for frequent data entry. Must be able to sit for long periods of time while using a personal computer. Must be able to stand for periods of time while filing. The noise level in the work environment is minimal.

Pay Range: $21-$25/hr

From: Haynes Mechanical Systems Inc