Contract Administrator

About Us

We offer single-source facilities services solutions, including engineering, design, installation, repair, maintenance and operations for commercial real estate, financial, healthcare, technology, educational, and industrial facilities.

Job Summary

New England Mechanical Services, Inc. is seeking a highly organized and detailed-oriented Customer Service-Contract Administrator to join our team and work on-site in our South Windsor headquarters office.

 This is a dynamic, fast-paced role that serves as a critical link between our Sales, Operations, and Leadership teams, ensuring the successful administration and execution of HVAC service agreements.

 As a Contract Administrator, you will play a key role in supporting the entire agreement lifecycle, from reviewing and processing new contracts to maintaining customer records and ensuring compliance with contractual requirements. Your work will directly impact on customer satisfaction, operational efficiency, and revenue growth by ensuring that agreements are accurately documented, tracked, and executed.

This position is ideal for a driven professional who thrives in a process-oriented environment, enjoys collaborating across departments, and takes pride in delivering exceptional service to both internal and external customers.

#nemsi

Essential Duties & Responsibilities

• Serve as the primary administrative support resource for HVAC service agreements and contract-related activities.
• Review, validate, and process new service agreements, ensuring accuracy and completeness.
• Enter and maintain contract information within our ERP system and Microsoft Dynamics platform.
• Partner closely with Sales, Operations, Vice Presidents, and Branch Managers to support contract execution and business objectives.
• Track agreement sales, renewals, amendments, and customer-specific requirements.
• Maintain accurate records of contractual obligations, asset inventories, terms and conditions, and customer documentation.
• Manage purchase orders and ensure all necessary supporting documentation is received and properly filed.
• Monitor contract changes, updates, and renewals while maintaining data integrity across systems.
• Communicate proactively with customers and internal stakeholders to resolve discrepancies, obtain missing information, and ensure seamless customer experience.
• Support continuous process improvement efforts and contribute to operational excellence through consistent execution of established procedures.

Qualifications

• Associate degree (2-year degree) required.
• Minimum of 5 years of progressively responsible administrative experience.
• Advanced proficiency with Microsoft Office Suite, including:

       o Outlook

       o Excel

       o Word

       o Teams

       o Microsoft Dynamics

• Experience working within an ERP system.
• Strong organizational, prioritization, and time management skills.
• Excellent verbal and written communication abilities.
• Demonstrated ability to manage multiple deadlines while maintaining accuracy and attention to detail.
• Customer-focused mindset with strong follow-up and problem-solving skills.

• Working knowledge of basic cost accounting principles.

Why This Role Matters

This position is essential to the success of our service operations. Your ability to maintain accurate contract information, support our sales efforts, and deliver exceptional customer service will help drive operational efficiency, customer retention, and long-term business growth. If you enjoy working behind the scenes to ensure everything runs smoothly while making a meaningful impact on customers and colleagues alike, we encourage you to apply.

Join a team where your attention to detail, customer focus, and administrative expertise will make a difference every day.

Physical Demands

This position is in-person in an office working environment.

Equal Opportunity Employer

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Geographic Disclosure

Compensation range $68,000-$72,500 yearly salary.

Benefits: We are committed to providing employees with a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.