Job Service Contract Administrator

Job Title:
Service Contract Administrator

FLSA Classification:

Work Hours:
7:00AM to 3:30PM, Monday thru Friday Location: Connecticut

Employment Type:
Full-Time Employee Overtime: Occasional

Automated Building Systems Inc. (ABS) is a leading Energy Management
Systems contractor and is the authorized Alerton EMS Dealer for all of
Southern New England. ABS has been providing best-in-class products and
exceptional customer service for 30 years throughout Connecticut,
Massachusetts, New Hampshire and Rhode Island.

The Service Department A/R Coordinator is responsible for all service
related invoicing including Time & Material tickets, Preventive
Maintenance Contracts and Small Quoted Price jobs. Also responsible for
miscellaneous service department administrative projects and service
dispatch backup.

Position Requirements

Answer phones from 7:00AM to 7:30AM and as needed during other working

Counter parts material orders and invoicing.

Coordinate the processing of credit card payments from customers with A/R

Review all new Preventative Maintenance Contracts for accuracy and ensure
any required information is provided. Request any information not included
from appropriate department and create new job folders and maintain
physical and server files for all PM Contracts.

Create PM booking forms and enter new jobs into accounting software. Send
new PM contracts to dispatch for scheduling

Work with Service Manager and dispatch to ensure all PM’s are scheduled and

Maintain process for Preventative Maintenance Contract renewals. Follow-up
as needed with Sales Department.

Invoice all closed service tickets through the Service Dispatch module in
Foundation in coordination with A/R Coordinator.

Invoice all small Quoted Price service projects in coordination with the
Sales and Service Department Manager.

Scan all service department invoicing and communications into the server.

Maintain Service A/R Aging report and all notes associated with

Call on Collections for past due Service Department A/R in conjunction with
A/R Coordinator.

Main point of contact for all service billing/invoicing and collection
communications with management, A/R Coordinator and customers.

Meet with Service Department Manager to review Service A/R Aging report and
any collection issues. Follow up with customers, PMs, Sales or whoever has
contact regarding collections.

Backup for service dispatcher with answering calls as well as additional
dispatch duties as needed during sick and vacation days, etc.

Initiate service credit memos in coordination with the A/R Coordinator with
final approval from Accounting Department Manager.

Maintain sales tax certificate for tax exempt service jobs and customers.
Annually requires updated certificates.

Update records in Excel with new contract run dates and amounts for
contract invoices.

Ensure contracts are signed, tax exempt certificates, and any other
required documentation is on hand prior to invoicing. Follow up with
appropriate department to complete missing information.

Other duties as assigned.

Maintain Truck Inventory

Maintain Service Stock Inventory

Daily Reconciliation of Time Sheets to Service Tickets


Time management – prompt arrival by 7:00AM is of the utmost importance.

Ethical conduct.

High attention to detail and organization.

Documents to be scanned clearly and straight.

Timesheets to be completed daily

Attention to moving files on shared drive and information filing is
extremely important.

Contact and communication with customers and team members to be conducted
with professionalism and courtesy.

Company Benefits

Medical, Dental, Vision, Life Insurance, Disability Insurance, Paid
Holidays, Paid Sick, 401K

We are an Equal Opportunity Employer

Interested candidates please send resumes to Janet Hall at

(860) 657-9257


Corporate Office ~ CT (860) 657-9257
MA Branch ~ (508) 251-2883
NH ~ (603) 836-3490