Maintenance Contract Administrator

Job Description

Job Description

Build Stability. Deliver Excellence. Join Mechanical Systems Company.

We're looking for a highly organized and customer-focused Maintenance Contract Administrator to join our service team in Memphis, TN. If you have experience in HVAC service coordination or maintenance administration and thrive in a fast-paced environment where accuracy, accountability, and teamwork matter, this is your opportunity to make a lasting impact with a growing industry leader.

At Mechanical Systems Company, we don't just maintain systems - we protect our customers' operations. From scheduling preventative maintenance to coordinating subcontractors and supporting service teams, this role is central to delivering the reliable, high-quality service our clients expect. You'll serve as a key connection between customers, technicians, subcontractors, and management to ensure performance standards are met and exceeded.

Work Hours: 7 am to 4 pm, Monday through Friday

Pay Scale: Up to $60,000 yearly depending on experience

Our Benefits:

• Health Insurance: Multiple health plan options available. We cover 100% of the premium for one individual plan.
• Wellness Perks: Receive up to $50/month to put toward a gym membership.
• Company-Paid Insurance: We provide life insurance and short-term disability insurance at no cost to you.
• 401(k) Retirement Plan: Company match of up to 3% to help you plan for your future.
• Paid Time Off:
  • Vacation: 1-2 weeks of vacation your first year depending on experience
  • Holidays: 6 paid holidays annually
  • Sick Time: 5 paid sick days per year
• Family-Friendly Culture: Join a supportive, team-oriented environment with fun events and amazing coworkers.

Main Job Responsibilities:

• Managing commercial HVAC maintenance contracts to ensure services are completed on schedule
• Coordinating subcontractors, service technicians, and internal teams
• Maintaining accurate documentation and contract records
• Communicating with customers to ensure satisfaction and resolve issues
• Working with billing and office staff on invoicing, cost allocation, and scheduling
• Tracking preventative maintenance completion rates and contract performance
• Preparing reports for management on activity, performance, and opportunities for improvement
• Supporting sales efforts with job walks, proposal reviews, and customer communications
• Building strong relationships through follow-up calls, visits, and customer outreach initiatives

Required Qualifications:

• HS diploma or equivalent
• Minimum 2 years of experience in HVAC contracting, service coordination, or maintenance administration
• Strong working knowledge of HVAC systems and preventative maintenance practices
• Excellent organizational and multitasking skills
• Experience using service management software (ServiceTitan, FieldEdge, or similar)
• Proficiency with Microsoft Office
• Must be detail-oriented with strong data entry and recordkeeping skills
• Professional communication and customer service abilities
• Ability to work collaboratively with technicians, operations teams, and leadership

Physical & Work Environment:

This is primarily an office-based role with occasional field visits. Candidates should be comfortable with light physical activity when required, including handling small tools, accessing job sites, and working in varying conditions with proper safety equipment.