HVAC Contract Administrator

Job DescriptionJob DescriptionDescription:

Job Summary:

The HVAC Contract Administrator is responsible for managing and coordinating all aspects of contracts related to heating, ventilation, and air conditioning (HVAC). This role ensures compliance with contract terms, assists with project documentation, supports procurement and scheduling, and serves as a liaison between customers, vendors, and internal teams.

Key Responsibilities:

Contract Management:

• Prepare, review, and administer HVAC service contracts.
• Monitor contract compliance and performance to ensure obligations are met.
• Track contract modifications, renewals, and close-outs.

Documentation & Recordkeeping:

• Maintain organized records of all contract documents, purchase orders, and correspondence.

Project Coordination:

• Support project managers and field teams by ensuring contract-related tasks are executed efficiently.
• Communicate with subcontractors, vendors, and clients to ensure alignment with project schedules and deliverables.

Procurement Support:

• Assist with sourcing equipment and materials as outlined in the contract scope.

Financial Oversight:

• Review and verify billing, cost coding, and payment applications in alignment with contractual terms.
• Assist in cost tracking for HVAC projects.

Compliance & Risk Management:

• Ensure all licenses, insurance certificates, and regulatory documents are current and filed appropriately.
• Assist in managing contract risks and resolving disputes or claims.

Requirements:

Qualifications:

Experience:
Experience in contract administration, .

Skills & Competencies:

• Excellent organizational and time-management skills.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, especially Excel and Word.
• Experience with project management or construction software (e.g., Procore, CMiC, Viewpoint, Sage) is a plus.