Service Contract Coordinator

About Us:

Walker-J-Walker, a division of EMCOR Services, is a leading provider of mechanical and HVAC services based in Memphis, TN. As part of the EMCOR Group, a Fortune 500 company, we bring national resources and expertise to every local project. Our team is committed to delivering high-quality, reliable solutions for commercial and industrial clients, with a strong focus on safety, performance, and customer satisfaction.

Job Title: Service Maintenance Contract Coordinator

Location: Memphis, TN

Job Type: Full-Time

Reports To: Service Coordinator

Job Summary:

The Commercial HVAC Maintenance Contracts Coordinator is responsible for managing and overseeing scheduled maintenance agreements for commercial HVAC clients. This role ensures contract compliance, coordinates preventive maintenance visits, and serves as the primary point of contact for clients and technicians. The ideal candidate will have strong organizational skills, HVAC industry knowledge, and exceptional customer service abilities.

Key Responsibilities:

• Contract Management:

Administer and track Walker-J-Walker maintenance contracts, ensuring terms and service levels are met. Manage contract renewals, expirations, and monthly invoices. Write purchase orders for subcontractors and coordinate filter service communications. Coordinate planned maintenance (PM) visits with dispatch, clients, and field technicians.

• Client Communication:

Serve as the primary liaison between clients, service techs, and sales team. Address inquiries, concerns, and contract requests promptly and professionally. Conduct periodic client check-ins to ensure satisfaction and identify upsell opportunities.

• Dispatch and Scheduling:

Collaborate with dispatch to assign and schedule maintenance visits based on priority, location and availability, adjusting schedules in real-time for emergencies or last-minute changes. Ensure all maintenance documentation (reports, invoices, warranties) is completed and filed. Provide backup support for dispatching as needed.

• Data and Reporting:

Maintain accurate records of contract terms, service histories, and client communications. Generate reports on contract performance, PM completion rates, and revenue tracking. Work closely with accounting to ensure accurate billing and resolve discrepancies.

Minimum Requirements:

-High School Diploma

-Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

-Strong attention to detail and excellent organizational skills

-Clear and professional communication, both verbal and written

-Ability to manage time effectively while balancing multiple tasks/ deadlines

-Excellent customer service skills with a client-focused mindset

Preferred Qualifications:

-Knowledge of HVAC systems, maintenance procedures, and industry terms

-Experience in commercial HVAC contract coordination, service dispatching, or account management

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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