Service Agreement Administrator

Job Description

Job Description

Job Title : Service Agreement Administrator

FLSA Status : Full Time, Non-Exempt, eligible for overtime

Reports to : Service Agreement Manager

Position Purpose : Provide administrative support for Service Agreement Manager by assisting with data entry for old and new service agreement accounts, collecting inspection documents and distribute to customers as well as assist with the day-to-day office operations, as needed.

Employment at Will : Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Hoffman Mechanical Solutions, a division of Hoffman & Hoffman, Inc., is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Essential Duties and Responsibilities :

• Manage non-key customers
• Create and maintain service agreement workbooks.
• Create manpower spreadsheet for each area.
• Review and activate service agreements and warranties.
• Set up warranties and set up amortization schedule, set up equipment information.
• Set up financial reports for renewals before sending to sales team or operations managers.
• Prepare the master summary service agreement list monthly.
• Create preventive maintenance work orders per the service agreement schedule.
• Manage service agreement renewal proposals and submit to the customer.
• Track and manage expiring service agreements.
• Distribute invoices to customers.
• Manage amendments to the scope of work and contract price.
• Update the proposal and service agreement templates.
• Set up and manage block of hour service agreements.
• Prepare and distribute service agreement WIP reports.
• Create inspections forms in Service Pro and set up tasks in the inspection sheet.
• Setup new standard task and serviceable items class, as needed.
• Less than 10% travel to customer sites
• Prepare, extract, organize, information in digital form.
• Back-up Service Agreement Assistant as needed.
• Answer / transfer inbound calls.
• Assist remote employees with access to field information.
• Update notes and contact information in ViewPoint.
• Interact with both internal and external customers.
• Provide information when needed that can be used for managerial reports, financial statements, strategic planning and decision making.
• Perform basic bookkeeping services (setting up new customers, sites, vendors, processing inspection reports, etc).
• Other tasks as required by management

Education and Experience :

Job Expectations

Physical Demands

Environment :

The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building. Some work may be required for short periods of duration in a non-air-conditioned environment.

Reasonable Accommodations Statement : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

We are 100% employee-owned through an Employee Stock Ownership Plan (ESOP). This is a retirement benefit for our employees that is wholly paid for by the company in addition to 401(k) options for employee contributions. There are approximately 7,000 ESOPs in the United States, governed by the IRS and the U.S. Department of Labor. Research indicates that ESOP companies tend to grow faster in sales and employment. ESOP employees tend to have 2.2 times as much in retirement savings as employees in traditional companies.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.