Contract Coordinator

Job Summary

Tucker Mechanical, Inc. is looking for a qualified candidate to join our company as a Contract Coordinator. The role is integral to the Service Department and supports several divisions through clerical and administrative support of contract correspondence. The Contract Coordinator will perform and oversee the implementation of all Planned Maintenance Agreements and assist in the processing of contracts during and after the bidding process.

The position requires a self‑directed individual who can multitask, is detail oriented, and manages multiple deadlines.

• Review and process contract turnover documentation for Planned Maintenance Agreements provided by Account Executives and Department Leaders
• Create Planned Maintenance Agreements and billing schedules within the COINS software database
• Set‑up and manage Planned Maintenance contract job files
• Maintain and update asset data for Planned Maintenance Agreements
• Review Maintenance Agreements quarterly/annually to confirm performance, budget constraints and ensure compliance with contractual obligations
• Generate and distribute Planned Maintenance renewal letters
• Work with the Warehouse Manager to organize and procure monthly filter orders
• Work closely with Service Coordinators and Field Supervisors to ensure the Field Team has been provided with all required documentation
• Manage Planned Maintenance contracts in customer portals
• Weekly market recovery tracking
• Assist Account Executives, Department Managers and Project Managers with bid preparation, submittal activity, project file organization, pre‑qualification requirements, etc.
• Initiate and coordinate Prevailing Wage/Certified Payroll requirements for projects, as needed
• Secure bid bonds, letters of surety, and insurance requirements during the bidding process
• Assist, as needed, with PO entry/reconciliation/coordination within the department
• Other related duties as assigned or needed

Candidates must have excellent interpersonal and communication skills, the ability to manage multiple tasks and deadlines, and prior construction industry experience is preferred. Key competencies include initiative, communication, teamwork, and time management.

• 5+ years related experience
• High School diploma required
• College degree preferred
• Knowledge of the HVAC service/construction industry and contract documentation

• Proficiency in Microsoft Office applications (Outlook, Word, Excel)
• Proficiency with Adobe or Bluebeam PDF software suite
• COINS software experience is preferred but not required

• Integrity, honesty, professionalism, and commitment to company values
• Self‑motivated and able to work efficiently in a fast‑paced environment
• Excellent organizational, communication, strategic, technical, analytical, problem‑solving, and multi‑tasking skills
• High standards of quality with attention to detail
• Build positive working relationships with multiple levels of employees, management, suppliers, and customers

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

The employee is regularly required to sit, see, talk, and hear; use hands to finger, handle, or feel objects, tools, or controls; walk, reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and may occasionally lift and/or move up to twenty‑five (25) pounds. Specific vision abilities required include close, distance, peripheral, depth perception, and the ability to adjust focus.

The work environment is typically an office setting with moderate to loud noise levels.

Equal Opportunity Employer/Veterans/Disabled

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Mid‑Senior level

Full‑time

Administrative

Construction