Contract Coordinator

Purpose of Position:

The Contract Coordinator – Service & Controls (CC) is a hybrid position requiring a broad base of skills and experience.  It is the responsibility of the CC to effectively maintain the SM service agreement database and renewal process; effectively maintain shared files of proposals and contracts for all Service and Controls projects; support the sales team in the proposal, project design and estimation phases and serve as functional backup for the Service Coordinator (SC) when the need arises.  It is the responsibility of the CC to support the Service Operations Manager (SOM) or Energy Services Operations Manager (ESCOM) in obtaining, evaluating, coordinating and distributing the information and authorizations needed to construct a Service or Controls project within the established goals for quality, timeliness, budget, profitability, safety and customer satisfaction.  The CC shall work with the SC to coordinate SM and Job Cost tasks and may delegate tasks to the Design Build Project Administrator (PA), if necessary.

CC responsibilities will vary by project and by business requirement. These responsibilities will vary from day to day as determined by Service management and may include but are not limited to the following:

Service / Controls Contract Coordination:

  • Manage the service agreement system in SM including properly setting up new agreements, managing the agreement renewal process, processing and following up on cancellations.
  • Attend sales to operations turnover meetings for new S/A’s ensuring that all necessary information is gathered for the proper setting up of a new S/A in the SM system. This information will include type of agreement, pricing, billing frequency, covered equipment, covered tasking, required materials and PM schedules.
  • Manage the monthly agreement renewal process including the 90 day expiration report, generating needed renewal offers and communicating as required with customers regarding the status of their account.
  • Follow up with customers who have indicated a desire to cancel their agreement. Identify causal factors, attempt to remediate and inform the GM of any agreements that will not be renewed.
  • Maintain the log summarizing changes in contract values resulting from escalations, negotiated price changes, etc.
  • Periodically visit customers who have communicated issues or incidents causing distress.

Service Coordinator Backup:

  • Serve as primary backup to the SC.
  • Communicate the details of emergency service calls to either the SC or SOM.
  • Enter necessary updates to the dispatch board in the absence of the SC.
  • Open new SM work orders as required on a day to day basis.
  • Move work orders to a Completed status when the status dictates such.
  • While in the full back up mode, communicate with the field team with new assignments, new work orders generated, customer issues, etc.

Controls / Energy Services:

  • Coordinate Controls project assignments with the Energy Services / Controls Operations Manager (ESCOM).
  • Become familiar with the product details of both the Siemens Talon and Delta product lines.
  • Place approved material orders with control vendors, receive orders and record receipt.
  • Prepare orders for pick up or delivery to techs and subcontractors.
  • Organize and maintain stock room inventory.
  • Coordinate to assure all Siemens, Tridium and Delta software licenses are up to date.
  • Assist techs to coordinate any IT repairs needed to engineering work stations, laptops.
  • Assist techs to coordinate and schedule Siemens, Tridium, Delta, Honeywell or other technical assistance center cases as required.
  • Provide administrative assistance to ESCOM as required.

Project Administration:

  • Perform duties as directed by GM / Ops Manager.
  • Coordinate Service project assignments with the SOM.
  • Coordinate Controls project assignments with the ESCOM.
  • Assist with the purchasing of materials, equipment and subcontractors.
  • Assist with the review and finalization of contract.
  • Coordinate the obtaining of permits if needed for the project.
  • Obtain and distribute contract documents to HG personnel and subcontractors.
  • Establish an office set of project plans and specifications.
  • Assist with setting up of project files.
  • Set-up manpower loading chart and update weekly.
  • Establish a productive working relationship with entire project team, HG staff, owner, subcontractors, vendors and all others involved in the project.
  • Run weekly work In Progress (WIP) reports.
  • Update and review equipment delivery schedules weekly.
  • Update and maintain the project change order log.
  • Review and compose project requests for information (RFIs).
  • Assist with the preparation and presentation of project review documentation monthly.
  • Prepare invoices / billings (schedule of values) for GM/OPS managers to review and approve. Also follow up with customer on monthly payments.
  • Assist with compiling the final pay application and lien waivers.
  • Assist with the coordination and scheduling of the equipment start-up, owner training and commissioning if required.
  • Assist with and distribute Operation and Maintenance (O&M) manuals per the contract requirements.
  • Oversee the timely completion and distribute the project as-built documentation.
  • Prepare a list of subcontractors and contact persons for warranty work.
  • Prepare warranty documentation.
  • Attend Post Construction meeting.
  • Assist in archiving project documents.
  • Interact with the Service team for potential opportunities.
  • Assist with compiling the final pay application and lien waivers.
  • Notify and coordinate all punch list issues with project team.
  • Accepted file types: pdf, Max. file size: 20 MB.