HVAC Service Contract Manager

Description

ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, and New Jersey. With over 210 employees, and a fleet of 120 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help facility managers control building environments and operating costs. We are actively seeking an HVAC Service Contract Manager to join our growing company. As The HVAC Service Contract Manager you will be responsible for overseeing the management and administration of HVAC service contracts for a company. The primary responsibility is to ensure that HVAC systems are properly maintained, repairs are performed when necessary, and service contracts are upheld efficiently and profitably.

This role is critical to ensure that HVAC services are delivered efficiently and in line with contractual agreements, fostering strong client relationships and maximizing business opportunities.

Essential Functions & Responsibilities

Contract Management:

• Develop, negotiate, and manage HVAC service contracts with clients.
• Ensure compliance with terms, conditions, and service level agreements (SLAs).
• Track contract renewals, extensions, and terminations.
• Monitor contract performance to meet agreed-upon quality standards and expectations.

Client Relations:

• Act as the primary point of contact between clients and the service team.
• Communicate with clients to resolve issues, schedule services, and ensure customer satisfaction.
• Build custom service reports for clients tracking repair costs vs replacements costs for each piece of equipment under the contract agreement.
• Provide ongoing updates on project status, troubleshooting, and solutions.

Budget and Cost Control:

• Establish and maintain pricing for service contracts, ensuring competitive rates while meeting company profitability goals.
• Monitor budgets, approve expenditures, and control costs related to contract services.
• Assist in the preparation of cost estimates for potential clients and negotiate favorable terms.

Billing System Management

• Manage the service contract set up in the Spectrum ERP system.
• Prepare and create monthly service contract invoices and send them to customers.

Service Coordination:

• Ensure scheduling and timely dispatching of HVAC technicians for maintenance, repairs, and emergency services.
• Ensure timely and efficient completion of services, optimizing technician performance and customer satisfaction.
• Track service performance and resolve any issues related to delays or missed appointments.

Team Management:

• Lead, manage, and train the HVAC service team to meet quality standards.
• Coordinate with other departments, such as sales, operations, and finance, to streamline workflows.
• Evaluate team performance and implement improvements for enhanced delivery service.

Documentation & Reporting:

• Maintain accurate and up-to-date service records, including work orders, service reports, and client feedback.
• Provide regular reports on service contract performance, revenue, and client satisfaction.
• Identify trends in service issues and work on preventive measures.

Compliance & Safety:

• Ensure that all work adheres to industry standards, regulations, and safety protocols.
• Stay updated with new HVAC technologies, industry trends, and relevant legal requirements.

Sales Support:

• Collaborate with the sales team to identify new service opportunities and potential clients.
• Assist in creating proposals and presentations for prospective customers.

Requirements

Required Skills & Qualifications:

Education: 

A degree or certification in HVAC, business management, or a related field.

Experience: 

At least 5 years in HVAC service management, with experience in contract management and customer relations.

Skills:

• Strong leadership and team management skills.
• Exceptional communication and negotiation skills.
• Understanding of HVAC systems, maintenance procedures, and industry standards.
• Knowledge of contract management, language, and systems.
• Strong analytical and problem-solving abilities.
• Exceptional abilities in software systems and Microsoft excel to manage large data sets to create actionable insights, graphs, and reports.
• Excellent time management and organizational skills.

Working Conditions:

• May involve some travel to client sites for larger contracts.

• Typically office-based with periodic field visits to ensure service quality.

Benefits:

• Commission on each executed and completed contract

• Health, Dental, and Vision & Life Insurance

• Health Savings Account with company contribution

• Paid time off

• 401(k) retirement plan with match.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

We believe that the Service we provide, the Technology we offer and the Craftmanship we stand behind are the pillars that define us.