Maintenance Contract Administrator at Mechanical Systems Company, Llc in Memphis, TN | Kablio

Role

Description

reporting

documentation

invoicing

hvac contracts

maintenance tracking

coordination

Preparing reports for management on activity, performance, and opportunities for improvement
Maintaining accurate documentation and contract records
Working with billing and office staff on invoicing, cost allocation, and scheduling
Supporting sales efforts with job walks, proposal reviews, and customer communications
Managing commercial HVAC maintenance contracts to ensure services are completed on schedule
Tracking preventative maintenance completion rates and contract performance
Coordinating subcontractors, service technicians, and internal teams
Communicating with customers to ensure satisfaction and resolve issues
Building strong relationships through follow-up calls, visits, and customer outreach initiatives

Requirements

hvac

servicetitan

microsoft office

hs diploma

2 yrs

data entry

Ability to work collaboratively with technicians, operations teams, and leadership
Proficiency with Microsoft Office
Experience using service management software (ServiceTitan, FieldEdge, or similar)
Strong working knowledge of HVAC systems and preventative maintenance practices
Excellent organizational and multitasking skills
Minimum 2 years of experience in HVAC contracting, service coordination, or maintenance administration
Professional communication and customer service abilities
HS diploma or equivalent
Must be detail-oriented with strong data entry and recordkeeping skills

Benefits

Health Insurance: Multiple health plan options available. We cover 100% of the premium for one individual plan.
Holidays: 6 paid holidays annually
Company-Paid Insurance: We provide life insurance and short-term disability insurance at no cost to you.
Family-Friendly Culture: Join a supportive, team-oriented environment with fun events and amazing coworkers.
401(k) Retirement Plan: Company match of up to 3% to help you plan for your future.
Vacation: 1-2 weeks of vacation your first year depending on experience
Wellness Perks: Receive up to $50/month to put toward a gym membership.
Sick Time: 5 paid sick days per year
Paid Time Off:

Training + Development

Information not given or found

Interview process

Information not given or found

Visa Sponsorship

Information not given or found

Security clearance

Information not given or found

Company

Overview

2007 Founded

Year of Memphis-based start

The company began operations in Memphis in 2007, evolving from a local contractor into a regional leader.

$1M+ in Revenues

Consistent annual growth

Despite regional roots, the company generates seven-figure annual revenues and maintains steady growth.

It specializes in design‑build, negotiated, and plan‑and‑spec projects for commercial and industrial clients.
Core offerings span commercial HVAC maintenance, plumbing, controls integration and custom sheet‑metal fabrication.
Their preventative maintenance model shifts risk away from clients by prioritizing long‑term system performance.
Typical projects include large facility HVAC installations and ongoing service partnerships with warehouses, healthcare and institutional sites.
They serve both commercial and industrial sectors, excelling in mechanical, plumbing and control systems.
A standout is their full‑risk maintenance contracts that turn unpredictable repairs into stable budgeting for clients.

Culture + Values

Treats employees like family; 'employees-first approach'
Family-driven culture that provides a comfortable environment for personal and professional flourishing
Support truly drives success
Committed to creating a culture of equality and valuing each individual's work
Mission: Hires and develops the best people to become a collaborative, innovative and united team to drive continuous improvement
Mission: Committed to unparalleled safety in the workplace every day
Mission: Utilizes the best tools and processes to drive quality, efficiency and productivity
Mission: Strives for customer service that is second to none
Mission: Serves our communities
Vision: Excellence. Family. Service.
Core Values: Safety, Empowering, Reliability, Value, Integrity, Community & Excellence
Culture built on values of trust, integrity and a commitment to doing things right—every time
Work environment that fosters collaboration, innovation and respect

Environment + Sustainability

Inclusion & Diversity

Articles

Mechanical Systems Services

Projects

Careers

Role

Description

reporting

documentation

invoicing

hvac contracts

maintenance tracking

coordination

Preparing reports for management on activity, performance, and opportunities for improvement
Maintaining accurate documentation and contract records
Working with billing and office staff on invoicing, cost allocation, and scheduling
Supporting sales efforts with job walks, proposal reviews, and customer communications
Managing commercial HVAC maintenance contracts to ensure services are completed on schedule
Tracking preventative maintenance completion rates and contract performance
Coordinating subcontractors, service technicians, and internal teams
Communicating with customers to ensure satisfaction and resolve issues
Building strong relationships through follow-up calls, visits, and customer outreach initiatives

Requirements

hvac

servicetitan

microsoft office

hs diploma

2 yrs

data entry

Ability to work collaboratively with technicians, operations teams, and leadership
Proficiency with Microsoft Office
Experience using service management software (ServiceTitan, FieldEdge, or similar)
Strong working knowledge of HVAC systems and preventative maintenance practices
Excellent organizational and multitasking skills
Minimum 2 years of experience in HVAC contracting, service coordination, or maintenance administration
Professional communication and customer service abilities
HS diploma or equivalent
Must be detail-oriented with strong data entry and recordkeeping skills

Benefits

Health Insurance: Multiple health plan options available. We cover 100% of the premium for one individual plan.
Holidays: 6 paid holidays annually
Company-Paid Insurance: We provide life insurance and short-term disability insurance at no cost to you.
Family-Friendly Culture: Join a supportive, team-oriented environment with fun events and amazing coworkers.
401(k) Retirement Plan: Company match of up to 3% to help you plan for your future.
Vacation: 1-2 weeks of vacation your first year depending on experience
Wellness Perks: Receive up to $50/month to put toward a gym membership.
Sick Time: 5 paid sick days per year
Paid Time Off:

Training + Development

Information not given or found

Interview process

Information not given or found

Visa Sponsorship

Information not given or found

Security clearance

Information not given or found

Company

Overview

2007 Founded

Year of Memphis-based start

The company began operations in Memphis in 2007, evolving from a local contractor into a regional leader.

$1M+ in Revenues

Consistent annual growth

Despite regional roots, the company generates seven-figure annual revenues and maintains steady growth.

It specializes in design‑build, negotiated, and plan‑and‑spec projects for commercial and industrial clients.
Core offerings span commercial HVAC maintenance, plumbing, controls integration and custom sheet‑metal fabrication.
Their preventative maintenance model shifts risk away from clients by prioritizing long‑term system performance.
Typical projects include large facility HVAC installations and ongoing service partnerships with warehouses, healthcare and institutional sites.
They serve both commercial and industrial sectors, excelling in mechanical, plumbing and control systems.
A standout is their full‑risk maintenance contracts that turn unpredictable repairs into stable budgeting for clients.

Culture + Values

Treats employees like family; 'employees-first approach'
Family-driven culture that provides a comfortable environment for personal and professional flourishing
Support truly drives success
Committed to creating a culture of equality and valuing each individual's work
Mission: Hires and develops the best people to become a collaborative, innovative and united team to drive continuous improvement
Mission: Committed to unparalleled safety in the workplace every day
Mission: Utilizes the best tools and processes to drive quality, efficiency and productivity
Mission: Strives for customer service that is second to none
Mission: Serves our communities
Vision: Excellence. Family. Service.
Core Values: Safety, Empowering, Reliability, Value, Integrity, Community & Excellence
Culture built on values of trust, integrity and a commitment to doing things right—every time
Work environment that fosters collaboration, innovation and respect

Environment + Sustainability

Inclusion & Diversity

Articles

Mechanical Systems Services

Projects

Careers